UNIT II: DESIGNING COMPUTERISED ACCOUNTING

SYSTEM
DATABASE MANAGEMENT SYSTEM

What is a database?
A database is an organized collection of structured information, or
data, typically stored electronically in a computer system, so that it
can be easily accessed and managed. Data can be organized into
tables, rows, columns, and index it to make it easier to find relevant
information. The main purpose of the database is to operate a large
amount of information by storing, retrieving, and managing data.

What is a database management system?

A database is usually controlled by a database management system
(DBMS). DBMS provides a variety of software tools for organising,
processing and querying data in a flexible manner. MS-Access,
Oracle, SQL Server, IBM-DB2 are examples of DBMS software.

MS Access
MS Access is Database Management System (DBMS) by Microsoft.
MS-Access is an example of relational database which is used to
create, store and manage database. Before MS Access 2007, the file
extension was *.mdb, but in MS Access 2007 the extension has been
changed to *.accdb extension. Every component that is created using
Access is an object and several such similar objects constitute a class.

This programme enables to retrieve, sort, summarize and report

results speedily and effectively. It can combine data from various
files through creating relationships, and can make data entry more
efficient and accurate. Microsoft Access (MS Access) enables one to
manage all important information from a single database file. Within
the file, one can use:

• Tables to store your data.

• Queries to find and retrieve specific data of interest.

• Forms to view, add, and update data in tables.

• Reports to analyze or print data in a specific layout.

• Data Access Pages to view or update the data.

• Macros to automate tasks and add functionality to your forms,

reports, and controls.

• Modules to create a set of programming instructions.

Tasks may be performed using MS Access:

• Storing the data in an organised manner.
• Enforcing data integrity constraints.
• Representing complex relationship among data.
• Providing for persistent storage of database objects.
• Restricting unauthorised access to database.
• Allowing fast retrieval of data with or without processing by using
SQL (Structured Query Language).
• Flexibility to create multiple user interfaces.
• Providing for data sharing and multi-user transaction processing.
• Supporting multiple views of data and information.
Creating a Database:

Start Access --- Select a Blank Database --- Type a file name in the File
Name Box ---- Create

Entering Field into Table

Select Design View---Rename the Table---Enter Field Name----Select

Data Type---enter description for the field (optional)

Continue Steps 3-5 until all necessary fields have been entered into
the table

[The order in which the field names are entered, it will appear in the
same order in the table or on the form]

Common MS Access Data type

Text; Memo; Number; Date/Time; Currency; Autonumber; Yes/No;

OLE Object; Hyperlink; Attachment; Lookup Wizard

Entering Data in a Table

Select Datasheet View --- Enter the data into the table by pressing
the Tab key to move from one cell to another ---- Enter

Creating Relationship between Tables

Database Tools --- Relationships ---Show Table----Edit Relationships---

Create new ---Select Table---Select related table---Select Common
Field---OK ---Create
Creation of Forms

Create --- Form Design ----Select the fields from Field List ---Form
View

Creation of Query

Create --- Query Design --- (Design View) from the Show Table
dialogue box add the tables ---Select Appropriate fields and tables
from Dropdown list in Design Grid ---Set Criteria and Sort Data (if
applicable)---Datasheet View

Creation of Report

Create-----Blank Report ----Select the fields from 1st Table from field
list --- Select the fields from another table---Continue this selection
process as applicable---View---Report/Print View