Suppliers or Vendors Management | Master Business Accounting 8

Introduction

This tutorial focuses on managing suppliers or vendors within a business accounting system using Microsoft Access. By creating essential forms such as Purchase, Supplier, Add New Supplier, and Edit Supplier forms, you will enhance your database's functionality. This guide will walk you through the necessary steps to achieve this, along with tips to customize your user experience.

Step 1: Build the Purchase Form

• Open your Microsoft Access project.
• Create a new form for managing purchases:
  • Select Create from the menu.
  • Choose Form Design.
• Add fields relevant to purchase details, such as:
  • Supplier Name
  • Product Name
  • Quantity
  • Purchase Price
• Ensure to set up data types correctly (e.g., Currency for price).
• Save your form and test it for data input.

Step 2: Create the Suppliers Form

• In the same database, create a new form for suppliers:
  • Select Create and then Form Design.
• Include necessary fields:
  • Supplier ID
  • Supplier Name
  • Contact Information
  • Address
• Use a combo box for supplier selection in related forms.
• Test the form for functionality by adding sample suppliers.

Step 3: Add New Supplier Form

• Create a dedicated form for adding new suppliers:
  • Again, select Create and then Form Design.
• Include fields for:
  • Supplier Name
  • Contact Person
  • Email Address
  • Phone Number
• Implement validation rules to ensure data integrity (e.g., required fields).
• Save the form and check that it correctly adds suppliers to your database.

Step 4: Build the Customized Message Box

• Instead of using the default message box, create a custom message box:
  • In the VBA editor, write a function to display your message box.

Function CustomMsgBox(message As String)
    MsgBox message, vbInformation, "Custom Notification"
End Function

• Call this function in your form events (e.g., after successful data entry) to enhance user experience.

Step 5: Develop the Supplier Edit Form

• Create an Edit Supplier Form:
  • Use Form Design to set up this form.
• Include fields similar to the Suppliers Form, but ensure they are bound to existing supplier data.
• Implement a search feature to locate suppliers by Supplier ID or Name.
• Allow users to edit and save changes back to the database.
• Test the form thoroughly to ensure updates are reflected correctly.

Conclusion

By following these steps, you will have developed a robust supplier management system within your business accounting project. Each form serves a distinct purpose, ensuring that you can manage suppliers efficiently and effectively. As you continue, consider integrating additional features like user rights management and task assignment to enhance your database's functionality further.