a. Establish a one-to-many relationship between the Items and Inventory tables.

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1 Apply Your Knowledge Your school offers a business class in retail sales, and one of the class projects is to help manage the Snack Shack near the cafeteria from 11 A.M. to 1 P.M. every day. The Snack Shack is staffed by volunteer workers for class credit, and it sells snack items to students during the lunch period. Your project in this class is to use your Access database skills to create a data management system to track daily profits. 1. Create a Database and Create Tables a. Launch Access and create a new, blank database. Name the database Snack Shack, and save it in the Unit Applications and Projects subfolder in your Unit 3 folder. b. A list of snack items, with individual prices and costs, has been kept in an Excel file named Items.xls (located in the Unit Applications and Projects subfolder in the Unit 3 folder). Import the data in the Items worksheet into a new table named Items. Check the data before you import it, to make sure that the entries are appropriate for each field. Assign the Items field as the primary key field. After you import the data, make sure the Price field and the Cost field each have the data type Currency. c. Using Design view, create a table to store the daily beginning and ending inventory quantities for each item. Create the following fields in the table and assign appropriate data types: ItemName, Date, BeginQty, EndQty. Name the table Inventory. You do not need to assign a primary key. 2. Define Relationships and Enforce Referential Integrity a. Establish a one-to-many relationship between the Items and Inventory tables. b. Enforce referential integrity, but do not choose any cascading options. 498 Unit 3 Access

To reduce errors in recording the daily inventory, you decide to make the ItemName field in the Inventory table a Lookup field that looks up the items in the Items table.

2 3. Modify Table Design a. Create appropriate captions for the ItemName, BeginQty, and EndQty fields in the Inventory table. b. Create an input mask for the Date field in the Inventory table so that the field will only accept data typed in the Short Date format. c. To reduce errors in recording the daily inventory, you decide to make the ItemName field in the Inventory table a Lookup field that looks up the items in the Items table. Use the Lookup Wizard to change the ItemName field into a Lookup field. 4. Import Data and Format a Datasheet a. One of the other Snack Shack volunteers recorded the inventory data for the last few days in an Excel file named Inventory.xls (located in the Unit Applications and Projects subfolder in the Unit 3 folder). Import that data into the Inventory table in your Snack Shack database. b. Examine the Inventory table datasheet. Apply bold formatting and change the font color to royal blue. Change the background color to pale yellow and adjust the column widths as appropriate (see Figure 1). Figure 1 The formatted Inventory table datasheet Applications and Projects Unit 3 499

3 5. Enter Records in a Datasheet and Create and Use a Form a. Enter the inventory records shown in Table 1 into the Inventory table using the lookup list. Table 1 Item Name Date Begin Qty End Qty Chocolate chip cookie Danish Energy bar Halvah bar Oatmeal cookie b. One of the other Snack Shack volunteers just handed you some more inventory data to be entered, but the data are not in the same sequence as the fields in the Inventory table. You decide it will be easier to input the data if you use a form. Create a columnar AutoForm, and rearrange the controls so that they appear in the same order as in Table 2. Change the tab order as necessary to make data entry more efficient. Save the form as Inventory Form, and then enter the records shown in Table 2. Table 2 Date Item Name Begin Qty End Qty Peanut butter bar 50 Pretzels 50 Sesame cracker 50 String cheese 50 Trail mix Create a Query a. Create a query from the Items and Inventory tables that you can use to calculate the daily item profits. The query should display the item, cost, and price from the Items table, and the date, beginning inventory, and ending inventory from the Inventory table. Name the query Snack Shack Profits. 500 Unit 3 Access

4 b. Sort the query first by date and then by item. (Hint: Access performs multiple sorts from left to right in the order the fields appear in the query design grid. Therefore, you may need to move the Date field in the design grid so that it appears before the Item field.) c. To determine the daily profits, you must add several calculated fields to the query. In the first calculated field, you want to determine the quantity sold for each item each day. Add a calculated field to the query that subtracts the ending inventory from the beginning inventory. The expression is QtySold: [BeginQty] [EndQty]. d. In the next calculated field, you want to determine the revenue earned for each item each day. Add a calculated field that multiplies the quantity sold by the price. The expression is Revenue: [Qty Sold]*[Price]. e. Now you want to determine the cost of each item sold each day, or the cost of goods sold (COGS). Add a calculated field that multiples the quantity sold by the cost. The expression is COGS: [QtySold]*[Cost]. f. Finally, you want to determine the profit realized for each item sold each day. Add a calculated field that subtracts the cost of goods sold from the revenue. The expression is Profit: [Revenue]-[COGS]. g. If necessary, format the Revenue, COGS, and Profit fields to be Currency. (Access may have already done this for you.) 7. Create and Modify a Report a. Use the Report Wizard to create a report of Snack Shack daily profits. Base the report on the Snack Shack Profits query, and include only the Date, Item, and Profit fields. b. Since you want a report of daily profits, you must group the report by Date. Notice however, that Access automatically assumes you want a monthly report. To group the data in the report by day instead of month, click the Grouping Options button and select Day in the Grouping intervals box. c. Sort the detail records in the report first by Date and then by Item. Add a summary option of Sum to the Profit field. d. Select the Stepped layout and the Corporate style. Name the report Snack Shack Daily Profits. e. Examine the report. Modify the report controls and properties as necessary to model your report after the one shown in Figure 2. After making the design changes, preview and print the report. Then close the report and close the Snack Shack.mdb database. Applications and Projects Applications and Projects Unit 3 501

5 Figure 2 The Snack Shack Daily Profits report What s Wrong With This Picture? Sometimes reports created with wizards and AutoReports don t turn out exactly the way you would like, and you need to do some modifications in Report Design view. Using what you ve learned about creating reports, try to find as many flaws in the report as you can. On a sheet of paper, list the flaws you find, and describe how you would avoid or fix the problems. Figure 3 This report has many flaws. How many can you find? 502 Unit 3 Access

Working either on a team or individually, create a database named Tutoring Service to track the tutors, their subjects, their availability, and their hours spent tutoring, and to make appointments

6 Applications and Projects Cross-Curriculum Project Assume that the Honors Society at your school runs a tutoring service. Tutors get extra credit for tutoring in their strongest subjects, and students who need help from a tutor can schedule free tutoring sessions. Working either on a team or individually, create a database named Tutoring Service to track the tutors, their subjects, their availability, and their hours spent tutoring, and to make appointments for students with specific tutors. Tables. You ll need three tables in the Tutoring Service database: (1) a Tutors table to store data about the students who tutor, with fields for tutor ID, first and last names, the subjects in which they tutor, availability days and times, and phone numbers; (2) a Students table to store data about the students who sign up for tutoring, with fields for student ID, first and last names, and phone numbers; and (3) an Appointments table (junction table) to store appointment data, with fields for tutor ID, student ID, subject, appointment date, appointment time, and the number of hours scheduled for each appointment. Be sure to include a primary key in both the Tutors and the Students tables; however, do not assign a primary key in the Appointments table. After you relate the tables in the database, your Relationship window should look similar to the one shown in Figure 4. Figure 4 Sample Relationships window in Tutoring Service database Forms. You ll need to add some data to all three tables. Add at least four records to the Tutors table; eight records to the Students table; and records to the Appointments table. Data entry will be easier if you create a main/subform that shows tutor records in the main form and that tutor s scheduled appointments in the subform. Queries and Reports. After you have entered data in the tables, create two reports: (1) a Tutoring Hours for Extra Credit report that contains detail and summary information regarding the hours spent tutoring, grouped by tutor, and (2) a Tutor Appointments report that lists each tutor s appointments (with student name, date, time, hours, and subject for each appointment). It s easier to create reports if you first create queries upon which to base the reports. Applications and Projects Unit 3 503

Database Tables Lookup Wizard Relationships Forms Subforms Queries Reports

Database Tables Lookup Wizard Relationships Forms Subforms Queries Reports Version 07/11/09 Microsoft Office 2007 PDF Picture Tutorial Series Databases Tables, Forms, Subforms, and the Lookup Wizard May 2009 by Floyd Jay Winters and Julie Manchester winterf@mccfl.edu Database