Simple Purchase Order System

jjake

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I am trying to create a simple purchase order system based off versions I have found online, but all of them have one thing in common. The all have an order/item table to which stocked items are tied to a number and a price. it will not let me manually type in, only select from a combo box.

I would like to setup something very simple instead which would allow me to type in the item description, assign a cost center from a table, pick a quantity and assign a cost to the item. (There may be multiple items per purchase order). and tally them all up for a total including tax.

A different purchase order number would be generated based on a selection of either project or maintenance.

I could then select a vendor from a dropdown list which would auto populate a purchase order form with address, contact etc and then I could either print it out or email it to a vendor. I wouldn't need any need for inventory management or accounting. Just a simple (Well sounds that way) tracker for purchase orders that have been issued and whether they have been filled or not.

As I said all the examples I can find utilize premade pricing on pre determined items. My purchases vary vastly so it isn't always practical, if anyone knows of one close to what I am looking for that I can modify that would be great.

Thanks. :D
 
ComboBoxes can be set so they don't limit you to the table data. So if you can enter an item and it'll go into the table.
 
if data isn't restricted to values from a lookup table, you may as well just use text boxes. the problem is you will end up with the same thing entered in a variety of ways, with no control over the integrity of the data. (like a spreadsheet)
 
You could also take advantage of the combo box not in list event, have it so that when you enter a new item, it opens up a form so you can add the new item description, cost center, along with price.
 
I am trying to create a simple purchase order system based off versions I have found online, but all of them have one thing in common. The all have an order/item table to which stocked items are tied to a number and a price. it will not let me manually type in, only select from a combo box.

I would expect that all the free examples/template you have seen were released as a guide to teach good database programming design.

I would assume that is why everyone is recommending that you follow the examples.

Garbage In = Garbage out
Bad Data In can only get Bad Data out

In rare cases it makes sense to deviate from a master parts/items list that you pick from.


I would like to setup something very simple instead which would allow me to type in the item description, assign a cost center from a table, pick a quantity and assign a cost to the item. (There may be multiple items per purchase order). and tally them all up for a total including tax.
You should be able to modify any of the samples/templates you have to do what you want.


A different purchase order number would be generated based on a selection of either project or maintenance.
No Probem. That can easily be done. You still want to use a autonumber field as the primary key to be used in relationships. It is Best Practice to create another field for the PO Number hat you calculate from data.


I could then select a vendor from a dropdown list which would auto populate a purchase order form with address, contact etc and then I could either print it out or email it to a vendor. I wouldn't need any need for inventory management or accounting. Just a simple (Well sounds that way) tracker for purchase orders that have been issued and whether they have been filled or not.
All doable with Access.


As I said all the examples I can find utilize premade pricing on pre determined items. My purchases vary vastly so it isn't always practical, if anyone knows of one close to what I am looking for that I can modify that would be great.

That is because the example are all based on Best Practices for database design and data integrity. Hopefully you will NOT find a pre-built example that works the way you want.

TIP: It is much easier to turn off the features you do not need at this time and leave the table design than it is to take a database that was never design to handle inventory properly and try to add it later when needed.

In the examples you have you do not have to use any of the already built forms or reports. You can create your own.

The foundation of any good database application is in the design of the tables.

If this were my project I would use the example that does the most and copy the tables. Now you have a good foundation to start building on. I would never rename or delete any of the original tables or fields. Only add what you need. This will allow you to reuse many of the original Forms, Reports, Queries, etc. without having to make a lots of changes.

I would urge you to keep a copy of the original database example/template with all everything in the original design are a reference..

Make a copy of the database and edit away. I Like to hide controls, not delete them. Do this be setting the control's property for Visible to False. You an comment out likes of code by adding an apostrophe ( ' ) to the beginning of the line.
 
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Thank you all for your input

You could also take advantage of the combo box not in list event, have it so that when you enter a new item, it opens up a form so you can add the new item description, cost center, along with price.

I like this idea but the problem is I use the same item on multiple cost centers and the price varies all the time from vendor to vendor which would lead me to adjust pricing way to much rather then copy from their quote and manually enter it into the field.

So this is what I came up with so far, I have attached my database. Hopefully my method of data entry for the item descriptions is the way to go. Now I just need to figure out how to input the Subtotal, shipping, tax and grand total per PO# and what table to store this in?

Thanks!
 

Attachments

Now I just need to figure out how to input the Subtotal, shipping, tax and grand total per PO# and what table to store this in?

Have you seen the Northwind sample database provided by Microsoft? It has everything you describe. It is a sample database for taking an order, but to my mind, it's exactly the same process as you are using or anyone for that matter, uses for a purchase order.

If you have a look at my website in the link below you will see various options to allow you to download the northwind sample database. I also provide several videos pointing out a small issue with the Microsoft Northwind 2007 version; and looking at the video will give you a rough idea of what to expect without you having to download the Northwind database.

https://sites.google.com/site/msaccess457966vmfjg/articles-by-toeny-hine-awf-vip/northwind-database
 
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see my post #6 in this thread and review the AgreedToUnitPrice comments.

Good luck.
 

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