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MS Access Forum / General 2 / January 2008

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Design for a service business

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jayC - 25 Jan 2008 16:37 GMT
What is the best way to design a database for my service business?

Invoices are sent out just once a month and the customers pretty much stays
the same from month to month.  

Each customer has a customer number and each invoice has an invoice number
(the invoice number is really just an abbreviation of the month and year
attached to the customer number).

Should I have a seperate table for each month or do it some other way?

Presently, using different database software, I create a different database
file for each month.  

Many thanks.
Daniel Pineault - 25 Jan 2008 17:21 GMT
1st off, and I don't mean to scare you, but developing such a piece of
software involves a lot of work.  I typically advise my clients to simply
purchase an accounting package (Quickbooks, Dynacom,....)  cheaper, well
developped....

That said, no, you do not want seperate table for each month.  Simply have a
master table that has a date field.  Then you can build your queries to
filter by day,  month and/or year.  You'll want the ease of use for other
functionalities such as year end reports...

Also, take a look at

http://office.microsoft.com/en-us/templates/CT101426031033.aspx

There are a few sample databases that you can inspire yourself from.
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Hope this helps,

Daniel Pineault
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> What is the best way to design a database for my service business?
>
[quoted text clipped - 11 lines]
>
> Many thanks.
John W. Vinson - 25 Jan 2008 18:40 GMT
>What is the best way to design a database for my service business?
>
[quoted text clipped - 11 lines]
>
>Many thanks.

A table per month!? Yuck. Not in Access; it might (barely) make sense in some
older programs.

No, you have a One (customer) to Many (invoice) relationship. You need two
tables, with a CustomerNumber as the primary key of the customer table, and as
a foreign key in the invoices table. I would discourage the use of your
current composite invoice number; fields should be "atomic", having only one
piece of information. You're storing three (customerID, year and month);
that's hard to maintain and inflexible (suppose you someday need to send a
customer an extra invoice during a month? Redesign your table to accommodate a
suffix to the invoice number!?)

Take a look at these resources, and at the Northwind sample database (which
handles customers, sales and invoices) as an example.

Jeff Conrad's resources page:
http://www.accessmvp.com/JConrad/accessjunkie/resources.html

The Access Web resources page:
http://www.mvps.org/access/resources/index.html

A free tutorial written by Crystal (MS Access MVP):
http://allenbrowne.com/casu-22.html

MVP Allen Browne's tutorials:
http://allenbrowne.com/links.html#Tutorials

            John W. Vinson [MVP]
 
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