How to create or make inventories and invoices in Access – Inventory system

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Access is a tool that is part of the Microsoft Office suite for Windows operating systems. You can use it both in its desktop version and in the online version of Microsoft Office.

Among the many uses that the Access program has, today we are going to explain how to create or make inventories and invoices in Access. So you can start using it in your company or in your business to have greater control and security over information.

How to create or make inventories and invoices in Access

This process is not as complicated as it seems. What you should have on hand are data schemas that are managed within the business for which said inventory and invoice system is made. Well, the process is divided into threads to follow these steps.

creation of the database

First of all, we need to create the database. This is similar to what is done in a music store, food, clothing, footwear among others. Almost the same steps should be followed. The difference will be found when indicating the tables and the data that each of these tables will contain.

To know the data with which the system will work, it is necessary to make an entity-relationship diagram. Where we propose all the data that our database must contain and we carry out the respective normalizations. Thus, by relating them, we can ensure that no duplicate data is found and that the database is normalized.

relationship between database tables in access

Inventory and invoice system design

For this, we must take into account many factors that intervene in the process within the company. In this way, the actors that are going to interact with the system can be defined according to their role. In turn, this step allows knowing the access permissions that these people will have. In this way, Access will request access to the user and depending on the level, they will be the ways in which he manages to interact with said system.

Interface development with Access

Something that characterizes Access is its versatility to implement a graphical user interface, at the same time that it can develop the interactions that the input and output data will have in the database. Thus, we must determine each of the views that the system will have and the way in which each one will handle the data in order to make the connections with the database.

This part is usually one of the longest and most complex due to the high level of work that is required to obtain a correct functioning of the system. Something that we must take into account during this process is to have defined from the beginning all the functions of the inventory system, in order to establish a goal.

Remember to add among the options the possibility of creating a database backup in Access. So you can be more sure that your data will not be lost.

Create invoices and report reports

This step includes the tangible product that you want to obtain, as for the invoice, through Word, we can access the information found in our Access database and create the invoice format that we need. However, we can also create the reports in Access directly.

Of course, we must remember that the invoices are made according to the regulations that govern each country. Therefore, you must take them into account when defining the format.

In the case of reports, these depend on your needs. Well, you can get reports on sales, customers, products in inventory and more. You can use all the data that is required.

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