user manual - raees photocopy

Raees PhotoCopy Database System User Manual

Table of Contents

of 23

Topic Page Number

Installation Of the System 2

Starting the Program 3

Forms 5

Reports 12

Printing Reports 17

Security of Data 18

Troubleshooting (FAQs) 21

Glossary 22

Installation of the System

Installation of the system is simple, easy and straight forward. All we have to do is to copy the database file to the computer where it is to be used. The file will be an icon, whose name will be written below it. An example is shown below:

The file is highlighted in a white box. Operating system running is Windows 7, which was recommended as one of the software requirements as well. Any other software can also be used but guarantee of this database system working as fine as designed will no more be valid.

Double-clicking the icon will open up the database and it will get ready to be used.

of 23

Starting the Program

Opening the file produces sometimes an error as shown below:

Click on the Options button. A screen will open as shown below:

Select “Enable this content” as shown above and click OK.

This will remove the error.

of 23

Main menu will be like in the image shown below:

There are three options. Clicking on either Input Data or Output Reports will lead to sub forms. While clicking on Exit Application will close the application.

of 23

Forms

Some buttons are common to all forms.

A navigation bar on bottom of each form looks like:

One more navigation bar is present but at top of each form. It looks like:

of 23

First Record

Previous Record

Current record

Total Records

Next record

Last Record

New record

Enable searching particular record

Opens a blank record to be filled Saves the record

Deletes the record

Department Form

Each box is an input box where information will be entered. Type of information is represented by the label adjacent to the box. E.g. for the first box department id is to be entered.

Data to be entered is bound by some rules, precisely called validation rules. This restricts the type of data, format of data etc.

This is illustrated in the table below:

FIELD NAME DATA TYPE DATA LENGTH DESCRIPTION VALIDATION CHECK

Department ID Long Integer 8This is the

primary key of the table

Uniqueness Check

Presence Check

Department Name Text 25 Name of the

departmentType Check

Presence Check

Violation of any rule will produce an error message.

of 23

An example is shown below when a number was entered in department name field.

of 23

Customer Form

The form is similar to the department form and, hence, its details are also same.


Customer ID Long Integer 8This is the


Uniqueness Check

Presence Check

Customer Name Text 25 Name of the department

Type CheckPresence Check

of 23

Daily Transactions Form

The procedure of entering data is as follows:

Transaction ID: Automatically generated.

Date: Default date is set as current day’s date. In case the date needs to be changed, mouse pointer is brought near to the box and a small calendar appears. This is shown in image below:

of 23

Clicking this small icon will open up the calendar,

and date can be selected.

Customer name: Drop down menu is used to select name. Clicking small downward pointing arrow will display the list as shown below:

Department name: Same procedure, as customer name, is to be done with this.

Description: Box is filled simply with the description of transaction.

Quantity: Box is filled simply with quantity of copies.

Discount: If asked, discount button, adjacent to discount box, is clicked. This will display possible value of discount in discount box according to a predefined formula.

Total: If discount button has been clicked, this field will automatically fill through predefined formula. However, if not, only total button is clicked adjacent to total field. This will display total in the box.

Leftover payment: Payment that is still due is entered in this box, simply.

Validation rules are, again, present and can produce errors on any infringement.

For this not to occur, some details are shown on next page, regarding each field.

of 23


Transaction ID Long Integer 8This is the


Uniqueness Check

Presence Check

Transaction Date Date/Time 8The date when the transaction

was made

Type CheckFormat Check

Customer Name Text 25

Customer Name is selected here using look-up

wizard

Presence CheckReferential

Integrity

Department Name Text 25

Department Name is selected here using look-

up wizard

Presence CheckReferential

Integrity

Description Text 50

A short description

related to the theme of

customer’s documents

Presence Check

Quantity Integer 3

Quantitative measure of the

photocopies that were made


Discount Currency 8

Amount of discount, if asked

by customer in total cost

Type CheckCross-field Check

Total Cost Currency 8 Total cost paid by the customer


Leftover Payment Currency 8

Total Cost – Advance Payment


of 23

Reports

Department Report

This report is directly produced by a single click on its button on the sub form of Reports from the main menu.

It compromises of all the departments’ information.

of 23

Customer Report

This report is directly produced by a single click on its button on the sub form of Reports from the main menu.

It compromises of all the customers’ information.

of 23

Date wise Sales Report

This report summarizes all the records between a particular range of date.

It will need two inputs for creating this report.

From Date

A date will be entered in this box.

To Date

A date will be entered in this box.

of 23

Accordingly, the report will be like this:

of 23

Incomplete Payment

This report is produced by directly clicking onto its button on the sub form of reports from the main menu.

This includes all those customers who have some payment left to pay.

of 23

Printing Reports

Opening a report opens a toolbar at top of the screen. It is shown in an image below:

Clicking on this icon opens a screen consisting of some precise printing details. If you don’t want to change them, keep them all as default.

Clicking OK will print the report.

of 23

Prints the report

Security of Data

Loss of data can occur in many cases such as malfunction. This is a major problem when it is attached with the area in which you work. Backup is the best solution to avoid this. But the question arises that where to backup? Regular backups on hard disk will not be a solution because hard disk may crash.

The only answer is using flash drives. This can be easily done using the database software as it has an option for this to do.

Following steps are needed to be followed for this backup:

Each screen has this bar on top of it.

Click button

of 23

Go to Manage and click on Back up Database.

Save it to a Flash drive.

of 23

Secondly, unauthorized access is also a threat and can be removed by setting password to the database.

Password can be setup by following the mentioned steps.

This is the top of screen:

Click on Database tools.

Click on this button.

The Set Database Password dialog box appears. Enter the password in the password field and after retyping the password in verify field, press OK to set password.

of 23

Troubleshooting (FAQs)

Q: Slow speed and lagging of software.

A: Close all other applications running simultaneously. Click the Refresh button on the toolbar of Microsoft Access.

Q: Crashing of Microsoft Access.

A: Run a security scan on the computer.

Q: Amount of Backups.

A: Depends on amount of work per day. Three to four times a month would be fine.

Q: Error between printings occurs.

A: Check paper and cartridge of printer.

Q: Printing does not start.

A: Check connection of printer to PC. Check connection of printer to power supply. Check the installation of driver for that printer.

of 23

Glossary

Term Meanings

Virus A program designed to harm the computer intentionally. The can cause annoying messages to appear to formatting the whole computer.

Navigation Bar

Navigation bar is the bar shown on the bottom of the all forms. They allow you to navigate through records

Validation Validation rules restrict what users can enter in a given field, and also help ensure that your database users enter the proper types or amounts of data.

Sub-Form This is a form within a main form.

Range Check This is a validation rule which controls the range in which the data can be entered.

Format Check

This is a validation rule that controls the format in which the data can be entered.

Uniqueness Check

This is a validation rule that checks whether or not the data entered is unique from all others or not.

Presence Check

This is a validation rule that ensures the presence of data.

Cross-field Check

This is a validation rule that checks a field with respect to the data entered in some other field.

Referential Integrity

Referential integrity is a property of data which, when satisfied, requires every value of one attribute (column) of a relation (table) to exist as a value of another attribute in a different (or the same) relation (table).

Click Pressing left mouse button once.

Double Click Pressing left mouse button twice.

of 23

http://en.wikipedia.org/wiki/Relation_(database)

user manual - raees photocopy

Documents