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Methods of Creating a Form

  1. Using the Wizard - The form Wizard of Access automatically creates a form based on the fields, layout and styles that you select.
  2. Using the Design View - The design view enables you to create a form from scratch. It is easier to create a form using the Form Wizard and later use the Design view to make the required modifications to the form.
To create the form, take the following steps:
  1. Click forms in the Objects bar in the Database window.
  2. Double click Create form by using the Wizard.
  3. Click the name of the table based on which you want to create the form in the Table/Queries drop-down list box.
  4. Click the name of the field that you want to add to the form from the Available Fields list box.
  5. Click the add button
  6. Click the next button
  7. Click the required layout in the list box
  8. Click the next button
  9. Click the required style in the list box
  10. Click the Next button
  11. Type the name of the form
  12. Click the Finish button

Creating the Voucher Forms


As discussed above, the creation of both types of vouchers - simple transaction voucher and compound transaction voucher - is very easy by using Forms in MS Access. The transaction data of accounting vouchers is stored in the Vouchers table of a database using a data entry Form in Access. The format of vouchers is shown below:

 

Creating Billing Format in MS Access


Like the creation of Voucher Form, we can also create different types of Invoice Forms to suit our requirements. To create the form, first, we have to create a table containing all controls like Customer ID, Customer Name, Bill Date, Address of the Customer, Contact Person, Type of Service, Narration, Fee Amount, Service Tax, Grand Total, etc., based on which the Form is created. In this context, we have to express the property of each content of the table. For example, customer ID should be either auto generated or in number form, Customer Name, Address, Contact Person, Type of Service and Narration should be in text format and their limit of fields (characters) should also be defined. Accordingly, the date should be defined in the date format, and Fee amount, Service Tax amount and Grand Total should be defined as currency Format.

Adding Controls to Forms

Controls: These are items in a form that are used to display data to perform specific actions like adding a record or deleting a record from the table. Controls are used to create a link between the form and a table. For example, the name of the client is displayed in a Textbox control where the Textbox control is linked to the Client Name field of the Clients table.

Controls can be categorized as:
  1. Bound Controls - A bound control is linked to a field in a table. These controls are used to display the value of a field, accept a value in the field, or modify the value of a field in a table.
  2. Unbound Controls - An unbound control is not linked to any field in a table. These controls are used to enhance the appearance of a form or display information that is not linked to a field in a table.
  3. Calculated Controls - A calculated control is used to display a calculated value based on one ore more fields in a table.

Types of Controls

There are following types of controls in Access:
  1. Textbox Control - This control is used to display data linked to a field in a table. If you display a calculated value in a Textbox Control, it becomes a calculated control.
  2. Button Control - This control is used to display a field that has a Yes/No data type. If the option button control is selected, a Yes value is stored. If it is not selected, a No value is stored in the field in the table. This is bound control.
  3. Label Control - This control is used to display text like titles and captions. A label control is not linked to a field in a table and hence, is an unbound control. It can also be attached to another control.
  4. CheckBox Control - This control is also used to display a field that has a Yes/No data type.
  5. Image Control - This control enables you to add an image to your form. This is an unbound control.
  6. ComboBox Control - This control is used to display a drop-down list of values from an underlying table and hence is a bound control. A combo box control enables you to select a value from the dropdown list or type of value.
  7. ListBox Control - This control is used to display a dropdown list of values from an underlying table and hence is a bound control.
  8. Command Button Control - This control is used to perform actions like adding a new record, deleting a record or opening a table.

Use of Command Button Control

The command button control is used to perform certain actions in a form which are given below:
  1. Record Navigation - This category contains actions specific to navigation of the record in a form, ie., Find Next, Find Record, Goto First Record, Goto Last Record, Goto Next Record, Goto Previous Record, etc.
  2. Record Operations - This category contains actions that enable us to add, modify or delete records from a table by using commands like Add New Record, Delete Record, Duplicate Record, Print Record, Save Record, Undo Record etc.
  3. Form Operations - It contains actions specific to the form, like closing the form of printing the form.
  4. Applications - Actions under this category enable us to open other applications from the form like Run MS Excel, Run MS Word, Run Notepad, etc.

Sections in a Form

A form has the following three sections:
  1. Form Header - This section is used to display a title for the form, instructions for using the form, or command buttons that open the related forms.
  2. Detail - This section is used to display those records from the table that are linked to the form.
  3. Form Footer - This section is used to display instructions for using the form.

Creating a Report

Software or Program using Database Management System but without the facility of generating reports is incomplete. Reporting is one of the main purposes for which an accounting system is designed. The output of accounting system takes the form of accounting reports. So we should always consider the software which offers flexibility in generating customized reports. There are two types of generating reports - Programmed and Casual Reports.

Programmed Reports - These reports contain useful and decision - making information that the user wants to generate. In this context, the reports which are produced according to a given time frame, ie., daily, weekly, monthly, quarterly or yearly, are known as Scheduled Reports. Trial Balance, Ledger, Statement of Cash Book, Closing Stock Report, Profit and Loss Account and Balance Sheet are scheduled reports. And the reports which are generated only due to need of some event are called on Demand Reports. These could be Customer's Statement of Account, Stock in Hand Report, Bills raised during the month and

 
Casual Reports - These types of reports are not normally needed. These are ad hoc reports and are generated according to the need by executing some simple queries.

Methods of Creating a Report

  1. Using the Wizard - The Report Wizard in Access creates a report automatically, based on the field, layout and styles that you select.
  2. Using the Design View - The Design view enables us to create a report from scratch. It is easier to create a report using the Report Wizard and later use the Design view to make the required modifications to the report.
The following steps are used to create the report:
  1. Click Reports in Objects bar in the Database Window
  2. Double - click on Create Report using Wizard
  3. Click the name of the table based on which you want to create the report in Tables/Queries drop-down list box
  4. Click the name of the field that you want to add to the report in the Available Fields list box.
  5. Click the add button
  6. Repeat steps 4 and 5 till you have added all the required fields.
  7. Click the Next button
  8. Click the name of the field based on which you want to group the report.
  9. Click the Add button
  10. Click the Next button
  11. Click the name of the field based on which you want to sort the report in the drop - down list box displayed in the Report Wizard.
  12. Click the Next Button
  13. In the Report Wizard, click to select the required layout option from the different layouts displayed for the report.
  14. Click to select the required layout and paper orientation
  15. Click the next button after that the Report Wizard is displayed with different styles of the report
  16. Click the required style from the List Box
  17. Click the next button. This enables you to enter the name of the report in the Report Wizard.
  18. Type the name of the report
  19. Click the Finish button
Now the report is generated.




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