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#1
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Help with relationsips
I am trying to design a data base that will track our employees daily
register receits. I need to set up the relationships so that each clerk can have a daily financial report for their shift, but there can only be one specific date. (In other words I would like to keep track of each employees register receits for that day but I don't want them to be able to have duplicate entry's for that date. If anyone could help me I would appreciate it. List of tables Tbl_Employees Tbl_Employee_Daily_Financial Tbl_Register_One-Ticket_Sales EmployeeId Primary Key DateId DateId EmployeeLastName EmployeeId Game1SerialNumber EmployeeFirstName ShiftStart Game2SerialNumber Address ShiftEnd Game3SerialNumber DateOfHire Game4SerialNumber City Game1sales State Game2Sales Phone Game3Sales Zip Game4Sales Game1Payouts Game2Payouts Game3Payouts Game4Payouts Tbl_Register_one_Bar_Sales Register_One_Non_Cash_Sales Register_One_Payouts DateId DateId PayoutId HotDogSales Register1CreditCardSales DateId HamburgSales Register1UsedGiftCertificate SupplierName (and so on) Register1CheckSales TotalCost Register_Two_Proshop_Sales Register_Two_Non_Cash_Sales DateId DateId CartRental Register2CreditCardSales GolfSpecial Register2NewGiftCertificateSales (and so on) (and so on) Thank you -- jro Message posted via AccessMonster.com http://www.accessmonster.com/Uwe/For...arted/200602/1 |
#2
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Help with relationsips
jro wrote:
I am trying to design a data base that will track our employees daily register receits. I need to set up the relationships so that each clerk can have a daily financial report for their shift, but there can only be one specific date. (In other words I would like to keep track of each employees register receits for that day but I don't want them to be able to have duplicate entry's for that date. If anyone could help me I would appreciate it. List of tables Tbl_Employees EmployeeId Primary Key EmployeeLastName EmployeeFirstName Address DateOfHire City State Zip Phone Tbl_Employee_Daily_Financial DateId EmployeeId ShiftStart ShiftEnd Tbl_Register_One-Ticket_Sales DateId Game1SerialNumber Game2SerialNumber Game3SerialNumber Game4SerialNumber Game1sales Game2Sales Game3Sales Game4Sales Game1Payouts Game2Payouts Game3Payouts Game4Payouts Tbl_Register_one_Bar_Sales DateId HotDogSales HamburgSales (and so on) Register_One_Non_Cash_Sales DateId Register1CreditCardSales Register1UsedGiftCertificate Register1CheckSales Register_One_Payouts PayoutId DateId SupplierName TotalCost Register_Two_Proshop_Sales DateId CartRental GolfSpecial (and so on) Register_Two_Non_Cash_Sales DateId Register2CreditCardSales Register2NewGiftCertificateSales (and so on) Thank you -- jro Message posted via AccessMonster.com http://www.accessmonster.com/Uwe/For...arted/200602/1 |
#3
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Help with relationsips
On Fri, 03 Feb 2006 21:20:21 GMT, "jro via AccessMonster.com"
u17029@uwe wrote: I am trying to design a data base that will track our employees daily register receits. I need to set up the relationships so that each clerk can have a daily financial report for their shift, but there can only be one specific date. (In other words I would like to keep track of each employees register receits for that day but I don't want them to be able to have duplicate entry's for that date. If anyone could help me I would appreciate it. The first step is to get rid of repeating fields! If you have fields named Game1... Game2... Game3... then your table structure is WRONG. You're "committing spreadsheet upon a database". If you have multiple employees selling tickets to each game, and each employee may sell tickets, and other things, at multiple games, you need at least *FOUR* tables: tblEmployees EmployeeID Primary Key LastName FirstName other info about the person tblGames SerialNumber Primary Key info about the game tblItems ItemType Primary Key Item e.g. Tickets, Hotdogs, Peanuts, ... tblSales EmployeeID ' link to tblEmployees, who sold stuff SerialNumber ' Link to tblGames, what game did they sell at ItemType ' link to tblItems, what did they sell Sales ' how many tickets/dollars did they move Some of your other fields sound like from the fieldname that they should be calculated on the fly in Totals queries, and not stored in ANY table. Tbo_Employee_Daily_Financial for example sounds like a totals query summing all the sales by an employee; there is NO benefit to storing this information in any table, just add it up as needed. John W. Vinson[MVP] |
#4
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Help with relationsips
John Vinson wrote:
I am trying to design a data base that will track our employees daily register receits. I need to set up the relationships so that each clerk can [quoted text clipped - 3 lines] duplicate entry's for that date. If anyone could help me I would appreciate it. The first step is to get rid of repeating fields! If you have fields named Game1... Game2... Game3... then your table structure is WRONG. You're "committing spreadsheet upon a database". If you have multiple employees selling tickets to each game, and each employee may sell tickets, and other things, at multiple games, you need at least *FOUR* tables: tblEmployees EmployeeID Primary Key LastName FirstName other info about the person tblGames SerialNumber Primary Key info about the game tblItems ItemType Primary Key Item e.g. Tickets, Hotdogs, Peanuts, ... tblSales EmployeeID ' link to tblEmployees, who sold stuff SerialNumber ' Link to tblGames, what game did they sell at ItemType ' link to tblItems, what did they sell Sales ' how many tickets/dollars did they move Some of your other fields sound like from the fieldname that they should be calculated on the fly in Totals queries, and not stored in ANY table. Tbo_Employee_Daily_Financial for example sounds like a totals query summing all the sales by an employee; there is NO benefit to storing this information in any table, just add it up as needed. John W. Vinson[MVP] John thank you for responding. I'm not sure that I understand, do you mean that I need one table for each ticket game or just the four tables that you listed here. We have two different registers and the registers are set up to keep track of each individual item sold, hot dogs, greens fees snd so on. at the end of the shift the employee will x out of the register and the register receit will have the totals, example hot dogs $100.00 we store these numbers in the tables for later use in the report for each employee for that day. At the end of the day the manager takes the z out register receit from the register that has the totals of items for the hole day , example Hot dogs $250.00 Which will be stored in the database that we currently use. Then a report is sent to the financial accountant. The database that we use now I designed, It works well but I'm sure that there was probably a better way. I was hoping to add this to the existing database when it was working properly.I would gladly show anyone the database for there input if they were interested in helping me. Again THANK YOU -- jro Message posted via AccessMonster.com http://www.accessmonster.com/Uwe/For...arted/200602/1 |
#5
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Help with relationsips
On Sat, 04 Feb 2006 14:55:33 GMT, "jro via AccessMonster.com"
u17029@uwe wrote: I'm not sure that I understand, do you mean that I need one table for each ticket game or just the four tables that you listed here. You should have one table for each *type* of Entity - real-life thing, person, or event. You should NOT store data in tablenames or fieldnames. You're doing a great deal of the latter; having a table for each game would be the former. Don't do either! We have two different registers and the registers are set up to keep track of each individual item sold, hot dogs, greens fees snd so on. at the end of the shift the employee will x out of the register and the register receit will have the totals, example hot dogs $100.00 we store these numbers in the tables for later use in the report for each employee for that day. At the end of the day the manager takes the z out register receit from the register that has the totals of items for the hole day , example Hot dogs $250.00 Which will be stored in the database that we currently use. Then a report is sent to the financial accountant. ok... so the totalling is being done *before* you ever get to the database. That relieves part of my concern. The database that we use now I designed, It works well but I'm sure that there was probably a better way. I do believe that there is. I was hoping to add this to the existing database when it was working properly.I would gladly show anyone the database for there input if they were interested in helping me. Again THANK YOU That would go beyond what's reasonable for unpaid, volunteer support, I fear! Check out the Database Design 101 link I posted. The first step is to identify your entities - the ones I see are Registers (a two-row table); ItemsSold (e.g. hot dogs, greens fees, etc. - one record for each type of item sold); Employees; and DaysSales. The final table would be your master table, linked to each of the other three. You haven't really lost anything by entering data into your "spreadsheet" design (other than some time) - you can create a properly normalized structure and use Append queries to migrate the data. John W. Vinson[MVP] |
#6
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Help with relationsips
Your table fields got all mixed up when you put them in two column in the
posting. Please post in one column. You should have just one field for type of sale defaulting to Cash but also validate on CreditCard, GiftCertificate, and Check. You should have one field for Item. Use an Items table listing the products/services sold and record source for ListBox on your data entry form. "jro via AccessMonster.com" wrote: I am trying to design a data base that will track our employees daily register receits. I need to set up the relationships so that each clerk can have a daily financial report for their shift, but there can only be one specific date. (In other words I would like to keep track of each employees register receits for that day but I don't want them to be able to have duplicate entry's for that date. If anyone could help me I would appreciate it. List of tables Tbl_Employees Tbl_Employee_Daily_Financial Tbl_Register_One-Ticket_Sales EmployeeId Primary Key DateId DateId EmployeeLastName EmployeeId Game1SerialNumber EmployeeFirstName ShiftStart Game2SerialNumber Address ShiftEnd Game3SerialNumber DateOfHire Game4SerialNumber City Game1sales State Game2Sales Phone Game3Sales Zip Game4Sales Game1Payouts Game2Payouts Game3Payouts Game4Payouts Tbl_Register_one_Bar_Sales Register_One_Non_Cash_Sales Register_One_Payouts DateId DateId PayoutId HotDogSales Register1CreditCardSales DateId HamburgSales Register1UsedGiftCertificate SupplierName (and so on) Register1CheckSales TotalCost Register_Two_Proshop_Sales Register_Two_Non_Cash_Sales DateId DateId CartRental Register2CreditCardSales GolfSpecial Register2NewGiftCertificateSales (and so on) (and so on) Thank you -- jro Message posted via AccessMonster.com http://www.accessmonster.com/Uwe/For...arted/200602/1 |
#7
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Help with relationsips
I still hold with my earlier comments.
Are these the same data output you get from the register? How do you expect to transistion from register data to these tables? "jro via AccessMonster.com" wrote: jro wrote: I am trying to design a data base that will track our employees daily register receits. I need to set up the relationships so that each clerk can have a daily financial report for their shift, but there can only be one specific date. (In other words I would like to keep track of each employees register receits for that day but I don't want them to be able to have duplicate entry's for that date. If anyone could help me I would appreciate it. List of tables Tbl_Employees EmployeeId Primary Key EmployeeLastName EmployeeFirstName Address DateOfHire City State Zip Phone Tbl_Employee_Daily_Financial DateId EmployeeId ShiftStart ShiftEnd Tbl_Register_One-Ticket_Sales DateId Game1SerialNumber Game2SerialNumber Game3SerialNumber Game4SerialNumber Game1sales Game2Sales Game3Sales Game4Sales Game1Payouts Game2Payouts Game3Payouts Game4Payouts Tbl_Register_one_Bar_Sales DateId HotDogSales HamburgSales (and so on) Register_One_Non_Cash_Sales DateId Register1CreditCardSales Register1UsedGiftCertificate Register1CheckSales Register_One_Payouts PayoutId DateId SupplierName TotalCost Register_Two_Proshop_Sales DateId CartRental GolfSpecial (and so on) Register_Two_Non_Cash_Sales DateId Register2CreditCardSales Register2NewGiftCertificateSales (and so on) Thank you -- jro Message posted via AccessMonster.com http://www.accessmonster.com/Uwe/For...arted/200602/1 |
#8
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Help with relationsips
John Vinson wrote:
I'm not sure that I understand, do you mean that I need one table for each ticket game or just the four tables that you listed here. You should have one table for each *type* of Entity - real-life thing, person, or event. You should NOT store data in tablenames or fieldnames. You're doing a great deal of the latter; having a table for each game would be the former. Don't do either! We have two different registers and the registers are set up to keep track of each individual item sold, hot dogs, greens fees snd so on. at the end of the [quoted text clipped - 5 lines] will be stored in the database that we currently use. Then a report is sent to the financial accountant. ok... so the totalling is being done *before* you ever get to the database. That relieves part of my concern. The database that we use now I designed, It works well but I'm sure that there was probably a better way. I do believe that there is. I was hoping to add this to the existing database when it was working properly.I would gladly show anyone the database for there input if they were interested in helping me. Again THANK YOU That would go beyond what's reasonable for unpaid, volunteer support, I fear! John I do agree, but for the last five years I have been volunteering my time to our local non-profit golf course which the database is for. I have taken several computer classes to learn access, but by no means do I feel that I have enough experiance to write a perfect database. It works well, but I would like a second pair of eyes to look at it, and have tried to get local people to help, but they are either uninterested or they don't have the time. I don't expect to have someone redesign the database for me, but I would just like to be guided in the right direction. By no means do I show disrespect to you or anyone else who tries to help, it would just be so beneficial if someone would look at the database to understand what I am trying to accomplish. Again, I'm not getting a dime for my time. Check out the Database Design 101 link I posted. The first step is to identify your entities - the ones I see are Registers (a two-row table); ItemsSold (e.g. hot dogs, greens fees, etc. - one record for each type of item sold); Employees; and DaysSales. The final table would be your master table, linked to each of the other three. You haven't really lost anything by entering data into your "spreadsheet" design (other than some time) - you can create a properly normalized structure and use Append queries to migrate the data. John W. Vinson[MVP] -- jro Message posted via AccessMonster.com http://www.accessmonster.com/Uwe/For...arted/200602/1 |
#9
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Help with relationsips
On Sat, 04 Feb 2006 21:18:27 GMT, "jro via AccessMonster.com"
u17029@uwe wrote: John I do agree, but for the last five years I have been volunteering my time to our local non-profit golf course which the database is for. I have taken several computer classes to learn access, but by no means do I feel that I have enough experiance to write a perfect database. It works well, but I would like a second pair of eyes to look at it, and have tried to get local people to help, but they are either uninterested or they don't have the time. I don't expect to have someone redesign the database for me, but I would just like to be guided in the right direction. By no means do I show disrespect to you or anyone else who tries to help, it would just be so beneficial if someone would look at the database to understand what I am trying to accomplish. I'm just afraid that the suggestions I would have are going to involve a total rewrite, not just a bit of tweaking. As noted elsethread it's hard to visualize your table structure (the word wrap completely ate your display g) but it certainly looks like the source of many of your problems is the basic table structure - and, obviously, if you change *that*, you'll need to also change all your queries, forms, and reports. If you're willing to risk that, compact the database, zip it, and email it to me at jvinson at wysard of info dot com (remove all blanks and make the obvious replacements in the email address). John W. Vinson[MVP] |
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