Accounting information systems 12th SIMKIN and norman chapter 04

Chapter 4:
Organizing and Manipulating the Data in
Databases
Introduction
Creating Database Tables in Microsoft Access
Entering Data In Database Tables
Extracting Data From Databases: Data Manipulation Languages
Recent Database Advances and Data Warehouses

Chapter
4-1


Creating Database
Tables in Microsoft Access
Database Management Systems
An Introduction to Microsoft Access
Creating Database Tables
Creating Relationships

Chapter
4-2


Database Management
Systems
Overview
 Not a database
 Separate software system
Functions
 Enables users to utilize database information more efficiently

Examples
 Access, Alpha 5, dQuery, Lotus Approach

Chapter
4-3


Introduction to Microsoft
Access
A popular relational database
Used by many businesses and individuals
Used for small database applications

Chapter
4-4


Microsoft Access – Opening
Screen

Chapter
4-5


Creating Database Tables –
Defining Record Format
Field Name
 Names assigned to the data fields
Data Type
 Specified for each data field

 Identifies how to store the data – field properties
Description
 Optional field
 Defines record structures

Chapter
4-6


Creating Database Tables –
Opening Screen

Chapter
4-7


Creating Database Tables –
Record Format

Chapter
4-8


Creating Relationships
Purpose


Link tables together



Enable users to create multi-table reports

Steps in Creating Relationships


Select tables



Link the tables

Chapter
4-9


Creating Database
Relationships – Linking Tables

Chapter
4-10


Creating Relationships –
Multitable Relationships

Chapter
4-11

Creating Records
Utilize datasheet view to input data

Chapter
4-12


Ensuring Valid and Accurate
Data Entry
Data Definition Language (DDL)
Enables users to define record structure
Define individual fields of each record

Chapter
4-13


Tools for Data Validation
Proper Data Types for Fields
Input Masks
 Limit data to specific formats
Default Values
 Data fields of new records

Chapter
4-14


Tools for Data Validation
Drop-Down Lists

Validation Rules
 Create rules than limit range of values that may be entered
Referential Integrity
 Deleting of information disallowed when it would disrupt references

Chapter
4-15


Drop-Down List Example

Chapter
4-16


Validation Rule Example

Chapter
4-17


Creating Referential Integrity

Chapter
4-18


Study Break #1
All of the following are examples of DBMSs except:
A. Access

B. Oracle
C. DB2
D. SQL

Chapter
4-19


Study Break #1 - Answer
All of the following are examples of DBMSs except:
A. Access
B. Oracle
C. DB2
D. SQL

Chapter
4-20


Study Break #2
An example of a validation rule is:
A. An input value must be an integer
B. An input value must also have a default value
C. An input value must be between 0 and 40
D. You cannot delete parent records that have child records
associated with them

Chapter
4-21

Study Break #2 - Answer
An example of a validation rule is:
A. An input value must be an integer
B. An input value must also have a default value
C. An input value must be between 0 and 40
D. You cannot delete parent records that have child records
associated with them

Chapter
4-22


Tips for Creating
Database Tables and Records
Design first
Create

tables and records last

Name tables systematically

 Use conventional tbl prefixes

Use mnemonic names for data fields

Assign correct data types to data fields

Chapter
4-23

Tips for Creating
Database Tables and Records
Data fields that link tables must be the same

data type

Limit the size of text data fields to reasonable

lengths

Use input masks

Chapter
4-24


Extracting Data From
Databases
Schema


All information in a database



All relationships of the tables



Map of entire database

Subschema


Subset of the schema

Chapter
4-25