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    PROJECT 9

    DATABASE FORMS ANDREPORTS

    Management Information Systems, 9theition,

    By Raymon M!"eo, Jr# an $eorge P# S!he%%& '((), Prenti!e *a%%, In!#

    http://vig.prenhall.com/home

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    Learning Objectives Learn to use an existing database file.

    Understand how to create a form for adatabase table.

    Learn how to generate data value restrictions

    for data fields on a form. Understand how to create reports based on a

    single database table and on multipledatabase tables.

    Learn to calculate summaries of fields on areport.

    Learn how to alter the format of reports.

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    Intro+!tion his project uses !ccess 2""2 #also $nown as

    !ccess %&' to create a form and several reportsfor an existing database

    he initial database can be downloaded from the

    &rentice (all )eb site for the text at))).&*+,(!LL.-O/-L+O0mcleod

    must be in lower4case letters

    he database for this project concerns classes and

    the boo$s used in those classes

    he database also contains records of students

    who have copies of boo$s to sell

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    EXAMPLE

    his example will generate a form for data entr6into the 7U0+, table

    8t will also create a report of class enrollments and

    a list of boo$s used in classes along with their

    prices hese exercises illustrate the common applications

    for which man6 people use a database

    his project uses the extboo$ database whichwill be provided b6 6our instructor or can be

    downloaded from the &rentice (all )eb site

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    Textbook Database he extboo$ database consists of four tables that

    relate to each other b6 common values. he tablesand their data fields are shown in :igure &;.1

    he 7U0+, table contains four fieldsoo$,umb= and-opieso7ell. he $e6 fields of the tables areshown in bold font

    :or the projects and assignments in this text 6ouwill onl6 have to use an existing database

    !n6 changes to the format or values in fields willbe accomplished through the use of forms andreports in this project

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    Creating a Form

    +ntering data into a table can be aided b6 the useof a form

    able forms not onl6 allow for data entr6 but the6

    displa6 one record from a table at a time

    7ince a database table can contain ver6 man6records= displa6ing one record at a time can ma$e

    it easier for a user to view records

    8n our example we will create a form for the7U0+, table

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    One Table Report

    ! report on class enrollments can be made

    from the table -L!77

    he completed report should loo$ li$e

    :igure &;.15

    he class and the number of students

    enrolled is all that needs to be displa6ed

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    A

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    ;

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    1"

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    1?

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    1@

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    1A

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    1;

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    2"

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    2?

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    Reort from M+%ti%e Ta-%es &art of the *eport of >oo$s Used in +ach -lass is

    shown in :igure &;.2". 8t reBuires information fromthe >OOC table as well as the -L!77 table

    he boo$s used for each class are shown with theboo$ priceD at the end of each class record the sum

    of prices for the boo$s used in the class is displa6ed o achieve the abilit6 to ma$e a sum= the report has

    to be grouped on a field. 8n this report the field-lass,umb is used for grouping and the prices of

    boo$s used in each member of the group aresummed

    ! header and a footer can be created for an6 datafield upon which a group is formed

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    2A

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    2;

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    3"

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    ASSIGMET1. a$e a form for the -L!77 table. &lace both the

    -lass,umb and +nrollment fields in the form. :or the+nrollment field on the form= create a validation rule thatthe value must be less than or eBual to 2"". )hen thevalidation rule is violated a message should appear stating+nrollment ust >e Less han Or +Bual o 2"".

    2. a$e a report of boo$s used in each class. he finishedreport should loo$ similar to :igure &;.29. ,ote an6changes in labels from the default field names. ove thelabels 7um and Erand otal to be on the right4hand sideof the totals. a$e sure 6our fields are wide enough to show

    the entire field valueD that is= do not let the boo$ titles gettruncated b6 fields that are too narrow. a$e sure 6ourreport design does not go past ?.9 inches wide= which wouldcause blan$ pages to appear.

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    ED OF PRO!ECT "