Report Design Issues - Advice Please?
Mar 28, 2008
My application has 12 main tables, 8 join tables connecting the main tables, 8 tables of attributes about the main tables, 21 note/classification tables, and 1 type table. The application provides relationships between data and does _no_ updating. In order for the data to report correctly, subreports are necessary.
I wish to create one report for a Section of data. There are 3 report possibilities:
1. Report of "section" item in one table, with all connections to items in main tables;
2. Report of "section" item in one table, with all connections to items in main tables and connections to items in attribute tables and note/classification tables, omitting printing of Description fields for all tables;
3. Report of "section" item in one table, with all connections to items in main tables and connections to items in attribute tables and note/classification tables, including printing of Description fields for all tables;
My questions are as follows:
1. Should I be building the report in Access or Crystal? (I have a licence for both, but so far have used only Access).
2. Can these options be built into one report, or do I need multiple reports? I.e. I could build the report with Subreport A) including a report on a main table and Subreport B) including a report on a main table, attribute table, note and classification tables. Are there better ways to do this?
3. How do I make the Description field, printable or not, flaggable at run-time?
Any advice on how to proceed appreciated. Thanks.
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Mar 9, 2006
I am trying to decide which is the best way to setup the tables in a customer database.
We have customers with contacts - that bit is simple. Each of out customer has numerous sites and each site has is own contacts.
The questions are:
1. Should there be two tables for Customer sites (main site table and sub site table) or is it best practice to have all sites in a single table with a column linking subsitesID to the ID of the main site: ie
tblSites
SiteID (PK)
SiteName
MainSite (if the site is a subsite of another)
More site information fields......
2. The same question really goes for contacts. Should there be a single table for all contacts (easy if only one table for sites) or seperate tables for mainsite contacts and subsite sontact.
I guess this is really about normalisation.
I have managed to get the system I am developing to work with both methods but I would be keen to understand what is the most acceptable method.
Thanks for any help
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Apr 13, 2006
I am about to create a system where I want to use MS Access for data and MS Outlook for email,contact management etc. I have a dilemma (what do I use for storing the contacts)? I know I can use Access and use VBA to send emails etc but I also want the user to be able use Outlook directly to send emails etc as normal using that contacts (Outlook) list.
Using Office XP at the moment btw.
I would appreciate comments as to the best way forward before I start.
Thanks in advance.
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Feb 4, 2008
Hi all,
I have a table of employee sickness / absence records with the following structure and data:
http://www.geocities.com/cyngorsir_ynys_mon/TBL_SICKNESS.gif
I have figure out how to write a query which displays the number of days taken for each sickness (END_DATE minus START_DATE).
http://www.geocities.com/cyngorsir_ynys_mon/QRY_DAYS.gif
My problem is that I would to write a query to display the number of days taken for each of the 12 months of the year.
In the example of Employee 4 their sickness spans two different months, I can't get my head around how to produce the correct result which should look like:-
http://www.geocities.com/cyngorsir_ynys_mon/OUTPUT.gif
The only way I can think of doing it is by recording each day of sick individually rather than just the start and end days?
ANY input / comments / observations would be greatfully received!
Thanks
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Aug 8, 2007
I was going to say before I screw it up, but that would have made the title too long.
I've read some forum history and done some searches and can't see that a similar query has come up previously - but if anyone can point me at previous relevant threads then that would be much appreciated. I've looked at some of the design theory threads, but am not really sure whether I've applied some of the good stuff in there effectively - and have put this query here as it's specific to my database rather than a 'general principles' thing.
I am hoping that some kind person/people might be able to pick holes in my planned database revamp as I may not have seen some of the pitfalls - thank you.
Background: I am the first and sole employee of a grant-making trust and set up our (still relatively small) database early on - wish I could have waited, but before my database everything was paper-based and impossible to manage. The data is all on the database, but an exponential growth in number of enquiries/applications over the last year means that it can't be easily manipulated in a way that meets our needs because of my short-sighted (OK, poor owing to inexperience in job) initial design in some areas.
Database:
What it's supposed to do: In brief, the way our organisation works is that we get a phone call or a letter or sometimes an entire application from a charity or community group, decide what to do with it and have to manage the funding contract (regular reviews, grant instalments) if the application is successful.
I think existing data is reasonably normalised (certainly at least equivalent to normalisation in the structure below) so migration shouldn't be a problem, but if anyone spots any normalisation or naming convention issues then please do point them out - I'm an Access amateur, but would like to get it as right as I can (this time). Small letters indicate linked tables, numbers indicate 'footnotes'.
tblProject
ProjID (primary key)
ProjName (a)
ProjDateRecd
Organisation (b)
ProjSource (c)
ProjStatus (d)
ProjResponse (Lookup: Letter, E-mail, No response*) (1)
ProjRespDate
ProjReasonDecline (e)
ProjNote (description)
(a) tblProjEvent
PEvID (primary key)
PEvDate
ProjName
ProjEvent (g)
ProjEvDesc - additional detail - e.g. who involved, topic if not obvious from event field.
ProjEvActWho - who is responsible if future action
ProjEvActDue - due date
ProjEvActComp - checkbox
ProjEvActCompDate
ProjEvNote (NB not to duplicate description - more for 'additional notes arising from completed action' or sensitivities that may need to be considered and kept separate from regular reporting)
(b) tblOrganisation
Details not listed for brevity, but split one field per line of address/detail, org name as primary key - existing table can be migrated as is (2). Includes suppliers, networking orgs. (f)
(c) tblProjSourceLup
How they heard about us - list of sources for speed/consistency of data entry.
(d) tblProjStatusLup
What it says on the tin - where we're at right now with a project. History/status changes recorded in tblProjAction.
(e) tblProjReasonDecline
List of common reasons for speed/consistency of data entry
(f) tblOrgContacts
OrgContact ID (primary key)
Names/personal details of organisational contacts, split one field per item (firstname, lastname, jobtitle, etc).
(g) tblProjEventLup
Letter, Funding contract, review meeting, report, telecon, Board review, etc. May be a future action.
Accounts functions:
Payments in/out linked to organisation with a lookup table for account types (in, out, grant, donation, expenses etc etc). Works fine and can be migrated as is (2)
The current arrangement of relationships has the organisation as the focus - I'm looking to make the project the focus, which seems to make sense as each project is unique - whereas we may get several project applications from the same organisation - and the existing structure makes it impossible to sort these out :o.
Footnotes
1) Vast number of applications that fall into the "arrive, get read, get binned" category make this duplication worthwhile - most applications won't make it into the Project Event table. Apart from the "Greetings in the name of the Lord"/419 e-mails, they do all need recording somehow so we can spot any trends and correct misinformation - save hard-working fundraisers wasting their time*.
2) Of course data validation will be necessary, but in most tables we're talking hundreds or thousands of records only, not tens of thousands so should not be that onerous. Especially as I've been the only person using the database, so there are hopefully not too many inconsistencies!
This post is too long already, but if I've been uselessly unclear in explaining anything or anyone wants any more before they want to comment on efficacy of structure please let me know. All feedback appreciated (as I said, I work alone, so really looking for idea-bouncing to check I can see the wood as well as the trees as much as anything - thanks).
*As charity is always a sensitive area and some of you may be involved with voluntary work, an OT comment: 'No response' might seem rude - but if an organisation is -clearly- excluded by the criteria on our website, or that very same person (or a large charity who should be able to manage its information effectively) has previously been told that they are ineligible by reason of their location, size or type then they have had their response already. I could spend all day every day writing 'No' letters - I'd rather be doing something more positive with my time (like checking out/meeting with organisations that are potentially eligible so they get their answer - and in some cases money ASAP). Not R-ing TFM (aka grant guidelines) apparently applies to fundraisers as much as any other profession :rolleyes:
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Nov 20, 2013
I am trying to discover the code that is asking for a phantom query in Subreports. Each Subreports control source query works fine.
I have attached two zipped files
1. Database stripped to send
2. SnapShots of the problem.
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Feb 9, 2015
I receive attendance data in Excel with two columns, StaffCode and DateTime, from a biometric machine.
Each staff member clocks in in the morning and clocks out in the evening.
Optionally, they also clock out for lunch and back in after lunch.
Each StaffCode may therefore have 2 or 4 entries per day of attendance.
Staff details (name and department) are specified in a related table.
I wish to design two reports in Access as follows:
1. Daily Attendance Report (Filtered by current date or custom parameter)
Department (1st Group level)
StaffName ClockedIn LunchOut LunchIn ClockedOut
2. Weekly/Monthly Attendance Report (filtered by current week/month or custom parameter)
Department (1st Group level)
Date (2nd Group level)
StaffName ClockedIn LunchOut LunchIn ClockedOut
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Jun 13, 2013
I'm trying to produce a report which uses a static deisgn and does not change. For example,I require in the detail of the report a table say 3 * 8 ....and in the report I need the data to fill each one of these cells. However I may not have 8 records , therefore I need the remaing columns/cells empty - the design of 3 * 8 must not change... at the moment I have a dynamic design so if i have 3 records I have 3 *3 table leaving a massive gap on the report.
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Jul 1, 2015
I need to display the year, Date, agent name, amount field, note and sub total for each year.I need to write the SQL query code in VBA and i designed the report with proper field positions.
YEAR column: Display Value only once for the FIRST ROW for Maximum value of Date field value for each set of YEAR. If it has only one record, it display that year.SUB TOTAL Column: Display Total Value for Amount field only once for the LAST ROW of each set of year record (Mininum value of year). How to make it available the values for first and last record alone ?
I just wrote my SQL code based on your inputs in my editor..Based on the input from Plog (from this forum), i wrote a code which listed below.
Code:
Private Sub Report_Open(Cancel As Integer)
Me.RecordSource = "SELECT CessioneCredito.Anno, CessioneCredito.Data_Movimento, CessioneCredito.Note_Liq_Cessione_Credito, CessioneCredito.Importo, " & _
" Agenzie.Denominazione, DCount("[Anno]","CessioneCredito","[Anno]=" & [Anno]) AS GroupSize,
[Code] ....
While saving it, it shows the code in RED COLOR due to compilation error.As I am writing the query in Me.Recordsource = "SQL query", where i should place the below listed code in the query as per Plog???
Change the Year Control Source to this:
=IIf([GroupPos]=1,[Year])
Change the GroupTotal Control Source to this:
=IIf([GroupPos]=[GroupSize],[GroupTotal])
If this is not possible in Me.recordsource, then its advisable to use recordset like writing in two different queries.
Code:
Dim ds1 As Recordset
Dim ds2 As Recordset
myquery1 = "SELECT CessioneCredito.ID_Agente, CessioneCredito.Data_Movimento, CessioneCredito.Importo, CessioneCredito.Anno, CessioneCredito.Note_Liq_Cessione_Credito, Agenzie.Denominazione
FROM CessioneCredito INNER JOIN Agenzie ON CessioneCredito.ID_Agente=Agenzie.ID_agenzia
WHERE (((CessioneCredito.ID_Agente)=[Reports]![R_StoricoCessCredAg]![ID_Agente]))"
[code]....
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Oct 1, 2015
I have a combo box in my report design and I would like it to display "true" values as a list with check boxes.
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May 20, 2005
I have a front end that is connected to three back end files. The front end is on my local computer while the back end files are on a network drive.
There are a lot of calculations that go into the queries and intermediate queries. For a report, I have based it on a UNION query.
But when trying to design the report it takes about 45 seconds just to do any one thing, e.g.;
- Add Groupings
- Add Grouping Headers//Footer, sorting option
- Add bound textbox
:eek:
Needless to say this is very annoying.
:mad:
The union query itself runs fine (takes about 15 seconds to run) and returns about 12,000 Rows. The union query looks like this (I changed the field names to make it read easier, hopefully);
SELECT a1, a2, a3, a4, a5
FROM qry_A;
UNION SELECT ALL a1, b2 AS a2, b3 AS a3, a4, a5
FROM qry_B;
UNION SELECT ALL a1, c2 AS a2, c3 AS a3, a4, a5
FROM qry_C;
UNION SELECT ALL a1, d2 AS a2, a3, a4, a5
FROM qry_D;
UNION SELECT ALL a1, e2 AS a2, a3, a4, a5
FROM qry_E;
UNION SELECT ALL a1, f2AS a2, tblG.f3 AS a3, tblG.f4 AS a4, a5
FROM qry_F;
One solution I came across when searching the forums was to use an Append Query to append the query results to a table and base my report on that. This does indeed fix the problem.
But what I was wondering if it was is my query design that is causing it to be slow or is it just the fact that I am returning 12,000 rows?
:confused:
In case it matters, I wanted to mention that I can’t use the report wizard to create the report. When I select the union query, the fields will be showed for awhile then they just disappear. That in and of itself doesn’t cause any trouble since I am creating the report using the design view and not the wizard.
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Oct 6, 2014
I have had to use my first crosstab queries.
I now understand that when opening and saving crosstab queries Access (2010) runs that query to ascertain the column names. Unless you hard-code them. Running the query takes at least 20 minutes.
I have hard-coded where I can, but one report takes arbitrary dates so I can't hard-code them.
I believe that turning off AutoCorrect might make a difference to whether the query runs - but I don't want to turn it off.
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Jan 30, 2015
Is it possible to use find and replace to modify text in report design - or else is there something else I can do to get the same effect? I have a really useful report and I want to modify it for use with a different dataset. To do that I will need to change the text in over 150 text boxes. I have seven different fields which each occur over 20 times in the control source formulas in the text boxes, because they are used in different ways in different calculations. If this was excel I could do a simple find and replace to change e.g. every reference to fieldname OLD to fieldname NEW, but I cannot see how to do that within access report so am haveing to click on each text box in turn, go to properties and edit the text box .
I am trying to switch to a more general naming system in the modified report so then I will be able to assign data with the required fieldnames for the report within a query. But the report I am starting with has field names based on years 2013, 2014, 2015 etc.I want a quick way to change each reference to those field names to my more generic new field names.
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May 18, 2007
I have a sub form in DataSheet view and I would like to lock the design so that the User should not change the layout
Even when I set the property of the Datasheet “Allow Design Changes: Design View Only” users are able to unhide the hidden columns and they can also change the size of the column by dragging the column end line
Does any one know how to lock the design of datasheet ( I am using this sub form datasheet for data entry but do not want users to change the layout)
Thanks
Rahul
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May 5, 2005
I'm going to make up names and values -- I'm interested in the structure.
Table ALPHA:
COLA DAT1 DAT2 DAT3
1 5 7 9
2 4 14 8
Table BETA:
COLA_IND DAT1 DAT2 DATN
1 a b c
Table CHARLIE:
COLA_IND DAT1 DAT2
2 d e
Table DELTA:
COLA_IND DAT1 DAT2
2 f g
Ok, the idea here is that the data in table ALPHA contains data with COLA a key such that selecting 2 would yield the data row "4, 14, 8."
Now, COLA_IND is a "COLA" key for table ALPHA (sorry, I can never remember which side is called the foreign key). So, from tables BETA, CHARLIE and DELTA, I can access any row in ALPHA based on the key "COLA_IND"
Here's the fun part. When I build my query, it wants to use an inner join on the keys from all these tables... In order words:
SELECT blah blah blah INNER JOIN blah ON (ALPHA.COLA=BETA.COLA_IND) AND (ALPHA.COLA=CHARLIE.COLA_IND) AND (ALPHA.COLA=DELTA.COLA_IND)
What I'm looking to do is expand BETA, CHARLIE and DELTA with the information from ALPHA based on the key COLA_IND. I don't think this is doing what I want.
Any comments?
Thanks in advance...
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Sep 10, 2007
Hey,
I've got this problem and im 95% sure its going to need a query in order to achieve this answer im looking for.
I'm creating a Software Licensing Management db and its all working lovely. However my only problem remains is the graphical representation (text box within one of the forms) of howmany licenses are/aren't(doesnt matter if this number is a +/- number) available.
In order to achieve this answer I dont think you'l need the table structure of any of my tables other than these two:
tblLicenseInformation
License_ID
LicenseDescription
NumOfLicensesPurch
SoftwareOverview_ID
tblHardwareSoftwareLicense
HSL_ID
Hardware_ID
Vender_ID
Software_ID
AppEdition_ID
AppVersion_ID
SoftwareOverview_ID
License_ID
However I would like to add a column to either of these tables named 'Availability' or something similar which will show the licenses available.
I've tried a number of Update/Append queries but all have failed. I want this Available running variable held within the table due to it not changing to much of the current db design as i baisically finished the project and they asked for it! any ideas of how to efficiently achieve this will be much appreciated!
cheers
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Jun 5, 2014
I'm looking for a keyboard shortcut to expand the columns in "design view" of a query.
What I mean by this is rather than selecting all of the columns and double clicking to see the entire text, I'd like to be able to a shortcut.
The entire process as I see it involves 3 steps so I will need thesolution to the 3rd step.
(1) [ctrl+spacebar] to select initial column
(2) [shift+arrows] to select all of the columns I need
(3) [keyboard shortcut] will expand all of the columns "field" names to the size of the column heading
Alternatively, if you know of a shortcut that will expand the columns without having to select them first I'll take it!!
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May 12, 2005
Im in the process of building a database for a friends business, and im a bit of a newbie with access.
Id like to get some opinions on structure and overall how i should build the Database.
My goal is to have two types of clients ... donors and buyers.
A client can be both a donor, a buyer or both.
When a client is a donor, they get a certain amount of credits added to their account.
When a client is a buyer, they will be purchasing those credits from a donor.
heres an example of what i want to accomplish;
John smith donates 500 credits; I enter John Smiths info and credits into his profile;
Jim Doe buys 100 of John Smiths credits; I want the DB to automatically update Mr. Smiths Credits, and then add 100 credits to Jim Does profile.
Also, I want John Smith to be able to purchase credits from Jane Johnson, and again, have the credits added to John Smith and deducted from Jane Johnson automatically.
Get my meaning here?
The tables will also contain the typical client info ...ie; Name, Address, Phone, SSN etc...
Can i/Should i do a seperate table just for credits and link it to the client tables? Should i create seperate tables for Buyers and Donors?
Also, I have an excel spreadsheet with formulas to do credits already, but when i tried to import it into a table in access, it didnt work so well.
Any opinions on table structure, design etc would be greatly appreciated
Thanks all for lookin in
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Jun 4, 2005
Hello to all,
i have a non-windows application and i would like to create a vb program to print invoices.
I would like to send to this program a txt file with all the values (qty, vat, customer name etc with vertical & horizontal positions in the form etc..) and then superpose all i need to print with an image (gif or jpg wich is the my customer invoice presentation.
In fact i have 2 layers , one with all the value i print and another with the invoice image background.
I'm a beginer with VB, so i need advices to create this program, maybe someone did this already.
Thx in advance
VINCENT
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Sep 3, 2005
Hi all,
Im fairly new to access and im having trouble constructing a stock control system that can create sales orders and adjust stock levels accordingly, hold customer details linked to sales orders. Ive spent about 20 hours trying to do this and its just pickled my brain, ive searched everywhere but sometimes im uncertain what exactly it is im looking for. Can anyone give me some pointers?
I have 7 tables at the mo but its 4 of the tables i need for the sales order:
tblcustomerdetails
customerID,first name, last name (general customer details)
tblorder
orderID, customerID, delilvery address fields..., subtotal, total, delivery
tblorderdetails
orderID, productID, productname, description, listprice, quantity, discount, linetotal
tblproducts
productID, catagoryname, productname, description, costprice, listprice, profitmargin, suppliername, instock, reorderlevel, quantityperunit.
what im trying to do at the minute is contruct a subform for a form that would require entering the products into through a combo box selected by productname and then autofill the product description and listprice. Ive ended up deleting all my forms and queries because nothing seemed to work right. I will then add this sub form to a form containing all the customer information and the total price for the subform this then needs to be output to a report for printing, but i can figure that out later. Ive attached my database if anyone wants a look if you dont understand my jibberish.
thanks
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Oct 29, 2005
Hi all
First post.
I was wondering if this could be done in Access. Let me explain
I work at a candies manufacturer in Puerto Rico. Right now we are not tracking any kind of inventory. Is it possible to efficiently track our kind of inventory ( raw materials, work in process and Finished Goods) in Access?? Maybe using a bar code system??
Is it possible??
Please advice
Thank you
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Nov 2, 2005
Hi
I would like some advice or opinions from people who have worked with access and mysql.
Currently we run a large database in access which holds around 3500 records. It is actually running quite slow at the moment. What would you suggest to speed it up? ive heard running it on a sql server but i dont have the info to know if this would be correct.
Also i was thinking or changing the access database and getting it fully redone in mysql why would this be more advantageous?
Also i havent any knowledge on MySql is it easy to learn for a beginner? Do you have any information such as websites i could visit to learn or sample databases? Or would it not be worth me learning it? What would you see at the front end and back end?
Sorry to bombard you with questions
I value your opinions
Thanks
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Sep 14, 2006
Hi,
My client wants me to make fields from different tables on the same form which he wants to use for input. This has made it very difficult for me as my queries have to involve a lot of outer joins and in some cases full joins.
Any suggestion please?
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Jul 5, 2007
Hi all,
I'm trying to set up a database, which I've done before on different programs, but I'm new to Access. I have a rather elaborate plan but am not sure it's actually possible.
I would like to set up a system that will effectively take input from the user within a record on the database. In simplest terms I'd like to set up a form on which the selection of a value for one field for a record affects the list of options available for a second field. As a basic example, say there are two fields: Input with possible values Red and Blue; Options, with possible values Red1, Red2, Blue1, Blue2. Ideally I would like to set up a form on which if Red is selected in Input, the options Blue1 and Blue2 don't appear in the Options box. Crucially you can also then select Red1 or Red2 as the value for 'Options' for that record (as opposed to just having a text box with the options written in it), as this provides the potential for a string, with the selection of a value for Options affecting another field.
Obviously in reality there will be many potential values for Options, and it won’t be obvious to the user which are compatible with each value for Input.
I wanted to use Program Flow functions with a combo box - say for the Record Source: IIf ( [Input]="red" , "red1;red2" , "blue1;blue2" ), though this would probably need to become a Switch/Case/Break command in the real database - but I don't think you can input equations into the Record Source.
I've also thought about trying to use queries, but can't see how it would work either, (the form for every record is the same, so the combo/list box for Options will always have the same properties. Switching between forms based on the value of Input seems impossible).
Then again perhaps I'm trying to make a database do something it wasn't really designed for, and should go back to basics and just display the possible options in a text box that is dependant on Input (but this way I won't be able to use the value of 'Options' in a further process).
I'd really appreciate any suggestions, especially since I'm pretty clumsy with the system still (first day using it, oh joy) and so could well be missing an obvious solution.
Thanks for your time.
Kate
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Mar 8, 2008
Hi, I'm still an amateur at using Access and have just recently been introduced to normalization.
I'm looking for some advice on how to proceed with a database I'm trying to create.
I need the database to store vehicle information (name, make, model, color, license plate), along with parking information (date, time, place, who issued the notice)
My biggest question so far, is finding an efficient way to list a vehicle with what would be an undetermined number of parking slips. and then of course being able to retrieve that information on one form.
I tried using a from for VehicleInfo with a subform for ParkingInfo but I'm not getting the relationships right, the parkinginfo form is not displaying all the information connected to the license plate when the main form shows the vehicle information..
if that makes sense, any help or advice on how to proceed (or begin) would be greatly appreciated.
Thanks
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Apr 9, 2008
Sorry - duplicated post.
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