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From: Jeff Boyce on 15 Dec 2009 18:30
?There's a new table for each course? That sounds like a spreadsheet, not a
relational database.

If there is one table per course, my first recommendation is to review
"normalization" and "relational database design". In a well-normalized
Access database/application, you'd probably need only ONE table for course
information. That would seem to make querying much easier.

To combine data from one table to another, please see my previous response.
If you are saying "database" but meaning "table", you wouldn't have to link
to the other database before creating a query that appends data from one to
another.

NOTE: backup, backup, backup, before running an append query or any other
function that alters data.

Good luck!

Regards

Jeff Boyce
Microsoft Access MVP

--
Disclaimer: This author may have received products and services mentioned
in this post. Mention and/or description of a product or service herein
does not constitute endorsement thereof.

Any code or pseudocode included in this post is offered "as is", with no
guarantee as to suitability.

You can thank the FTC of the USA for making this disclaimer
possible/necessary.

"sweetummy" <prakrivi(a)gmail.com> wrote in message
news:5e1af65a-8583-420d-8235-2ea5e0385db3(a)m33g2000pri.googlegroups.com...
> Hi,
>
> The database belongs to voluntary organization - Higher education
> grant for poor students the organization helps for their education. In
> the mean time 5 years back one of my senior collegue designed a
> database with some basic database knowledge..
>
> About the database: According to their courses the tables are designed
> for each course he created a new table to enter the data.. There are
> nearly 10 different courses with the same fields using with mail merge
> option we used to take prints and send them to field offices loacted
> in their areas.. so we need to enter the details according to their
> personal details and amount given to them according to their academic
> year..
> i have designed the reports how i need it.. but i have nearly 10
> thousands of records in the file now i want to merge the whole data..
>
> The main two drawbacks are
> 1. we are unable to extract the data what we want...
> 2. As the data is enormous we are unable to merge the whole data in
> one table as their id are autonumbers and the same numbers are in
> other tables also..
> 3. for each year we have to add the academic year and expenditure of
> the present year other wise we cannot extract the record..
>
> so i'm in great confusion to get the data properly..
> if you can see the data and its structure of old and new and other
> word documents given you can get a clear idea to explain back to me..
>
> thank you once again..
>
> bye..


From: sweetummy on 16 Dec 2009 10:54
Hi ,
thank you for replying me..

Yes, thats why i've started renewing the database to new.. even that
too useful some extent... we used to call that data by mail merging
the each table in ms-word. so it would be easier for us to distribute
the reports to the areas.. but its very hard to calculate the
expenditures and other advnced features..

thank you for your valuble tip.. i have made synchonised the required
fields to 3 tables..

1. Students table.
subform table.. (inclusive course details)
2 Course Table
3. AreaRegions Table..

the tables are related logically according to reports how we want..
you can see the picture here..

http://sites.google.com/site/gsvfilms/Home/StudentDetails_Realationships.JPG?attredirects=0
(no need to take risk its simple as photo)

The main form will be like this..
http://sites.google.com/site/gsvfilms/Home/HigherEducation_Master_form.jpg?attredirects=0

i got a doubt in main form .... I would like to trim it to some fields
like
trans_id, student_id, course, expenditure only not the whole course
table...

if the user tick the mark one more form should be displayed to enter
the higher education details.. is it better or only 1 sub form is
enough..

as you have seen the data is like a speadsheet , so i would like to
cross tab to suit my database design..

please suggest me..
From: Jeff Boyce on 16 Dec 2009 14:59
Please review normalization and relational database design. You can try to
make your database structure match the reports you want, but that is a
little like trying to use a bicycle to pull a train...

Instead, first get the data structure designed in a way that Access can use
(i.e., normalized), then use queries to pull the pieces of data you wish to
display in a report.

Good luck!

Regards

Jeff Boyce
Microsoft Access MVP

--
Disclaimer: This author may have received products and services mentioned
in this post. Mention and/or description of a product or service herein
does not constitute endorsement thereof.

Any code or pseudocode included in this post is offered "as is", with no
guarantee as to suitability.

You can thank the FTC of the USA for making this disclaimer
possible/necessary.

"sweetummy" <prakrivi(a)gmail.com> wrote in message
news:24c86156-383e-4121-b163-6fb764e91b50(a)f18g2000prf.googlegroups.com...
> Hi ,
> thank you for replying me..
>
> Yes, thats why i've started renewing the database to new.. even that
> too useful some extent... we used to call that data by mail merging
> the each table in ms-word. so it would be easier for us to distribute
> the reports to the areas.. but its very hard to calculate the
> expenditures and other advnced features..
>
> thank you for your valuble tip.. i have made synchonised the required
> fields to 3 tables..
>
> 1. Students table.
> subform table.. (inclusive course details)
> 2 Course Table
> 3. AreaRegions Table..
>
> the tables are related logically according to reports how we want..
> you can see the picture here..
>
> http://sites.google.com/site/gsvfilms/Home/StudentDetails_Realationships.JPG?attredirects=0
> (no need to take risk its simple as photo)
>
> The main form will be like this..
> http://sites.google.com/site/gsvfilms/Home/HigherEducation_Master_form.jpg?attredirects=0
>
> i got a doubt in main form .... I would like to trim it to some fields
> like
> trans_id, student_id, course, expenditure only not the whole course
> table...
>
> if the user tick the mark one more form should be displayed to enter
> the higher education details.. is it better or only 1 sub form is
> enough..
>
> as you have seen the data is like a speadsheet , so i would like to
> cross tab to suit my database design..
>
> please suggest me..


From: Gina Whipp on 16 Dec 2009 16:28
sweetummy,

You have a few issues with your tables... No Primary Key's, field names
that are Reserved Words, etc... So here goes nothing.

Your tables are not set for the benefit of your forms or your reports.
That's what queries are for. Your table structure should look more like...
(The *(???)* means, I have no clue what that is and why that is in that
table.)

tblStudents
sStudentID (PK)
sFirstName
sLastName
sSex
sCommunity (???)
sVillage (???)

tblCourses
cCourseID (PK)
cCourse
cBranchID (???)
cCourseTypeID (FK)
cGrantPerYear (???)
cRsInWords (???)

tblColleges
cCollegeID (PK)
cCollegeName
etc...

tblCollegeCourses
ccCollegeCourseID (PK)
ccCollegeID (FK)
ccCourseID (FK)

tblCourseEnrollment
ccCollegeCourseID (FK)
ceStudentID (FK)

tblAreas
aAreaID (PK)
aRegionBelongs (???)
aRegion (???)
aArea

If you don't understand the above then have a look at...

Jeff Conrad's resources page:
http://www.accessmvp.com/JConrad/accessjunkie/resources.html

The Access Web resources page:
http://www.mvps.org/access/resources/index.html

A free tutorial written by Crystal (MS Access MVP):
http://allenbrowne.com/casu-22.html

MVP Allen Browne's tutorials:
http://allenbrowne.com/links.html#Tutorials

http://www.databasedev.co.uk/table-of-contents.html

For a complete list of Reserved Words see:
http://allenbrowne.com/AppIssueBadWord.html

--
Gina Whipp

"I feel I have been denied critical, need to know, information!" - Tremors
II

http://www.regina-whipp.com/index_files/TipList.htm

"sweetummy" <prakrivi(a)gmail.com> wrote in message
news:24c86156-383e-4121-b163-6fb764e91b50(a)f18g2000prf.googlegroups.com...
> Hi ,
> thank you for replying me..
>
> Yes, thats why i've started renewing the database to new.. even that
> too useful some extent... we used to call that data by mail merging
> the each table in ms-word. so it would be easier for us to distribute
> the reports to the areas.. but its very hard to calculate the
> expenditures and other advnced features..
>
> thank you for your valuble tip.. i have made synchonised the required
> fields to 3 tables..
>
> 1. Students table.
> subform table.. (inclusive course details)
> 2 Course Table
> 3. AreaRegions Table..
>
> the tables are related logically according to reports how we want..
> you can see the picture here..
>
> http://sites.google.com/site/gsvfilms/Home/StudentDetails_Realationships.JPG?attredirects=0
> (no need to take risk its simple as photo)
>
> The main form will be like this..
> http://sites.google.com/site/gsvfilms/Home/HigherEducation_Master_form.jpg?attredirects=0
>
> i got a doubt in main form .... I would like to trim it to some fields
> like
> trans_id, student_id, course, expenditure only not the whole course
> table...
>
> if the user tick the mark one more form should be displayed to enter
> the higher education details.. is it better or only 1 sub form is
> enough..
>
> as you have seen the data is like a speadsheet , so i would like to
> cross tab to suit my database design..
>
> please suggest me..


From: sweetummy on 17 Dec 2009 12:56
Hi,
I must thank all of the great guys over here..supporting me right from
the intial stage..
I read tutorials regarding to your links given, they are simply
amazing and very helpful..

Coming to my database I have cut down all the tables according to
report demands..
1. We need reports according to the student id, by their course and by
their area they which belong by the academic year.

I understand that, the data should not be redundant should be unique
and should be related to each other table what we have logically in
our database and according to our demands..

So i have reduced to 3 tables.. namely
1. tbl_StudentDetails
2. tbl_courseDetails
3. tbl_AreaDetails

please look at this relationship and their fields in it.. i have
taken.. I thought a student is studying a so and so course and belong
to so and so area, here the only key is Student id so i make it as a
primary key and auto key column is the primary key for all these three
tables i have taken over here...

http://sites.google.com/site/gsvfilms/Home/Students_table_design_on_17.JPG?attredirects=0

thank you once again.




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