MS Access

28 July 2023 11:36 AM

Sub queries - Query Design

• A sub query Is a query within a query Expression Builder • Tables, Queries, Forms and
• Sub queries are used with Select Queries, Action Queries • It helps build complex Expressions Reports are known as Objects
• Select Queries are used with WHERE, HAVING or Group By Clauses. • It contains
• Sub queries must always be written in brackets (). ○ Expression Box • Records are rows and Fields are
Unmatched Queries - Query Wizard ○ Operator Buttons Columns
• Unmatched Queries compares 2 Tables using a common field. ○ Expression Elements
• It compares the first table to the second table and displays the fields which are not present in the second table. • Forms and Reports contain
○ Expression Elements contain 3 tabs
• Example: To find products which are not sold.
▪ Table, Field and properties (pg. 140) CONTAINERS
Duplicate Queries - Query Wizard
• Duplicate Queries help you to find duplicate records in a field. • Empty is different from Null
• We can only find duplicates in 10 fields at a time. • Empty Spaces are counted as 1
Access has 3 types of Views : but Null means absolutely 0
1) Datasheet View (normal View)
2) SQL View (Syntax View)
3) Design View (Graphical view of Syntax)
Group By Queries - Query Design
• Group By Queries help you to aggregate data using Sum, Count, Average etc
• Group By Queries are also known as Totals Query
• Refer Page 19 for MCQs
Criterion: A criterion limits the records that are displayed on the basis of values in a field
• Example: Group By SUM, but the Criterion must be Sum more than 3 . ">3"
• Criterion is different for Numerical Results and Non Numerical Results
• For Numerical Results, you can use Criterion on Group By Totalling function
• For Non Numerical Results, you can use Criterion only on WHERE totalling function
Crosstab Query - Query Wizard
• Similar to Pivot Table of MS Excel
• Helps to describe one numerical Quantity in terms of 2 other fields
• Basically helps in summarizing information using a Query
You can convert Dates to Month using Month([date]) function. If you want Month Name to be displayed, you can use
• Month Name([date]) function
• Month () : Retrieves the number of the Month, i.e. 1 for January
• Month Name() : Retrieves the name of the Month, i.e. January
• Note: These are typed in the FIELD tab of Query Design, not in Criterion
 Date Is written as #DD/MM/YYYY#
 Syntax to display difference between 2 dates : BETWEEN #1/4/2020# AND #31/3/2021#
Pivot Table - View
• Groups Values as Rows and Columns based on calculations done in the INTERSECTION of each Row and Column
• It Is a modified form of Crosstab Queries
• Pivot Table has 4 Drop Areas
• Refer Page 37 for Drop Areas
Pivot Chart - View
• Tool used for Graphical Analysis of data.
• It helps to visualise a Pivot Table, Query or a Form.
Join - Query Design
• A Join is a temporary relationship created between 2 tables using a common field having the same Data Type
• Joins are temporary, not permanent
• There are 3 types of Joins
i. Inner Join : Returns only common fields
ii. Left Outer Join : Returns all rows of Left Table and only matching rows of Right Table
iii. Right Outer Join : Returns all rows of Right Table and only matching rows of Left Table
Calculated Fields - Query Design
• Similar to formula cells of Excel
• It creates another field in the result of a Query, which contains a calculation
• Example : A calculated Total Amount column containing Sale Price + Tax
Forms
• Forms help to display, add, modify and delete data
• Controls can be added to a form
• Forms can divided into pages and can also have a summary section
Reports
• Reports are the static version of a Form
• Reports are used to present and communicate data to others
• Reports contain headers and footers, calculated values and even sub reports
• Charts can be added to Reports also
Unbound Controls - Form
• Also known as Variables or Memory Variables
• They are independent Controls that are not bound to any table
• Example: Date, Images, Text, Labels etc
• All Controls are found in DESIGN RIBBON
Calculated Values - Form
• A textbox can be added to a form which contain a calculated Value
Combo Box - Form
• Combo Box provides a way to select values from a LIST
ActiveX Controls - Forms
• Graphical objects that do not operate as a standalone solution
• They run only in Windows
Calendar Control - ActiveX - Form
• Most popular ActiveX Control
• Adds a Calendar to set date to a Form
Tab Control and Tab Pages
• Tab Control helps to create multiple pages in a Form
• Basically a Form containing different categories, Tabs for displaying information
Pivot Table & Pivot Chart - Form
• A Pivot table Form can also be created using multiple Tables
Reports - Headers and Footers
• There are 3 types of Headers and Footers
○ Report Header and Footer - For printing information at the beginning and end of a report
○ Page Header and Footer - For printing information at the top and end of a Page
○ Group Header - For printing information when the group starts or ends
Group Headers normally display the Name of the Group and comes before the Details section
Groups cannot contain Footer, only a HEADER
Calculated Values - Reports
• Additional computed fields can be added to Reports by using a Text Box and specifying the calculation to be made
• Calculated Values in Reports can be displayed in 2 ways
○ Values can be calculated using EXPRESSIONS AND FUNCTIONS
○ Values can be calculated using Queries first and then creating Reports based on those Queries which contain
Calculated Values
Sub Reports
• A Sub Report is a report that is inserted in another Report
• A Sub Report on its own, is a Complete Report. But when inserted into another Report, it becomes a Sub Report and
the other Report that contains the sub Report becomes the MAIN report
• A Main Report can be Bound or Unbound
○ Bound Main Reports are based on a table or a query
○ Unbound Main Reports are not based on anything, They merely act as a container for Sub Queries
• A SUB REPORT CAN BE ADDED ONLY UP TO 2 HIERARCHY LEVELS
• Sub Reports are the extension of Data in the Main Report
MCQ point : Microsoft Graph is an OLE Application
Different Types of Charts
• Column Chart
• Bar Chart
• Area Chart
• Line Chart
• Pie Chart
Printing Reports

AICITSS Page 1
Printing Reports
• Reports can be printed in Columns using the REPORT PAGE SETUP Property
• Blank Reports can be stopped from Printing by using the ON NO DATA event
Operands
• Operand is a value on which Calculation is performed
• Example: 5 + 3, "5" and "3" are operands and "+" is the operator
• Operands can be of 3 types
○ Literals
○ Identifiers
○ Functions
Literals
• They are fixed constants like numbers or text
Identifiers
• They are Variables
• Identifiers are used to specify the field (column) for an expression to act on.
• Identifiers are always represented using Square Brackets []
• Example: Table.[Column1] + Table.[Column2]
Functions
• Similar to functions of MS Excel
• They can be mathematical, text, Logical functions etc
• Example: Min, Max, Length, Avg, Sum
Note: Text can be enclosed in single or double quotes. E.g.; "MS ACCESS" or 'MS ACCESS'
• Space is counted as a character
• Len("MS ACCESS") outputs 9 instead of 8 because it counts the empty space as well.
Types of Operators
• Comparison Operators
○ >,<,>=,<=,<>,=
• Arithmetic Operators
○ +,-,*,/,\,^,Mod
○ Mod is used to return the Remainder in a division. Known as Modulo
○ / for normal division. Outputs decimals
○ \ for integer division. Does not output decimals
• Miscellaneous Operators
○ LIKE, BETWEEN, IN, IS NULL
LIKE operator : PATTERN MATCHING
○ Like works with TEXT OR DATE datatype
○ Wildcards are used to perform Like Operation
○ Wildcards are special characters used for pattern matching
▪ *, ?, #, [xyz]
○ Examples
▪ A* = Returns all items that start with A. * basically means ALL
▪ A??M = Returns items starting with A and ending with M, with 2 characters in between
▪ # means number. #A = Returns all items starting with a number and A, e.g., 123A
▪ [ABC]* = Returns all items starting with Either A, or B or C. Kind of like Multiple condition
Between operator
• Between works with NUMERIC OR DATE Datatype
IN Operator
• IN operator is used to search for specific values in a field. E.g. Find the employees that work in Marketing Department
• Select * From Table Where Department IN ('Marketing')
IS NULL Operator
• Used to find empty records in a table
• You can also use IS NOT NULL to find non empty values
Logical Operators
• Logical Operator returns TRUE or FALSE
• They are used to combine multiple expressions
• And, Or, Eqv, Xor, Not
• Refer page 130
Operator Precedence
• The order in which Operators are to be evaluated
• Similar to BODMAS
• Arithmetic operators RANK 1st, Comparison 2nd, and Boolean 3rd
Compound Criteria
• Compound criteria is used to specify multiple conditions
• They are 2 types of compound criteria
○ AND , OR
▪ And requires both conditions to be True
▪ OR requires either one of the conditions to be True
Text Functions

Date Functions

AICITSS Page 2
Math Functions

Financial Functions

AICITSS Page 3
Macros and Switchboards
28 July 2023 02:50 PM

• Macros help to automate Tasks Switchboards

• They have a set of predefined actions to perform Tasks instead of writing complex VBA code • Switchboard is a type of Form
• Macros are used to execute any task which can be initiated using Keyboard and Mouse • It helps in Navigation and Access
• Macros are found in the Create Tab • It acts as a User interface between the user and the application
• Refer page 163 for Macro actions\ • It is similar to Ribbon (menu)
• Exports to Xls or RTF or TXT or HTM Switchboard Manager
• A Macro can be separate or attached to an event or a control • It is a dialog box that allows creating a Switchboard
Macro Condition • It lists currently active Switchboards and option to create a new one
• A macro condition is an expression that allows a macro to execute specific tasks only if a certain condition is
met.
• Conditions can be True or False
• If Condition gets True, Macro will run
WHERE Condition In Macro
• Commonly used in OpenForm and OpenReport
Validation using Macro
• You can control how a user inputs data using Validation

• Switchboard Items table is created automatically when Switchboard is created using Switchboard Manager
• Switchboards can be modified in Design View, using Property Sheet pane
• You can set Switchboard as the default startup View in Access Options to add an extra layer of Security

Macros can be used to AUTOMATE data entry, Reduce Errors and Save time

AICITSS Page 4
Tally
28 July 2023 03:26 PM
Shortcuts
Interest Calculation F11 : Features
• Tally can calculate Simple Interest and Compound Interest F12: Configure
• You have to activate interest in Features, Accounts to use Interest Calculation feature Alt+F3 : Alter Company Info
• Interest Calculation Reports can be found under Statements of Accounts (gateway > Display > SoA
You will find 4 options under Interest Calculation Report
• Interest Receivable Report
• Interest Payable Report
• Ledger
• Group

Multi-Currency
• Helps you record and maintain transactions and accounts in foreign currency
• Home Currency is known as Base Currency
Exchange Rate
There are 3 types of Exchange Rate in Tally
• Standard Rate of Exchange : Normal Forex rate in the market
• Selling Rate (Customer Point of View): Rate at which banks buy from customers. The SR Is used when receiving
Money
• Buying Rate (Customer Point of View): Rate at which banks sell to customers. The BR is used when making
payments
Foreign exchange difference will be reflected as Unrealised Forex Gain/Loss
• A journal entry must be made at the end to write off Unrealised Forex Gain/Loss to Profit and Loss A/c
Reports
There are 3 financial Reports which can be viewed in Multi Currency
• Profit and Loss
• Balance Sheet
• Trial Balance

Inventory
Inventory is broken down into 3 stages
• Raw Materials
• Work in Progress
• Finished Goods
Bill of Materials
• Bill of Materials is created only for the items that are being assembled in-house
• You have to manually activate BoM using F12 (configure), Inventory Info
• Manufacturing Journal is the place where Manufactured inventory is accounted. It is not a default Voucher type. It
must be created manually
Stock Journal or Stock Transfers shows the list of all Stock Journal Vouchers entered
Transfer Analysis gives the movement details for each type of Stock Journal
• Display > Inventory Books > Movement Analysis > Transfer Analysis

Cost Estimation
• Cost Estimation is the statement that gives the value of cost incurred in the manufacturing of finished goods
• It helps in fixing the selling price of a product and helps in taking decisions to reduce costs.

Job Work
It means placing orders to job workers for manufacturing certain semi-finished or finished goods
You have to set it manually under Inventory (Features)
In Tally Job order consists of
• Job Work Out Order : When we place order outside
• Job Work in Order : When we get the order from outside ( We are the Job Worker)

Job Work Out Order and Job Work in Order contains the following Information
• Order Outstanding
• Job Work Registers
• Stock
• Job Work Analysis

Job work Features brings the Job Work Register and it contains the following 4 reports
• Job Work Out Order Book
• Material Out Register
• Material In Register
• Material Movement Register

Price List
Price list refers to the list of items maintained by an organisation along with their price details
Price List can be activated in Inventory under Features

AICITSS Page 5
Tally Audit
28 July 2023 04:09 PM

Changes made to Date, Ledger Masters and Amounts are reflected in Tally Audit Altered
Audit and Compliance Tool consists of 4 menus Cancelled
• Audit Documentation Deleted
• Audit and Analysis Entered
• Audit Journals Modified
• Financial Statements

AICITSS Page 6
E Filing
28 July 2023 04:18 PM

TDS vouchers are entered through Journal Vouchers

TCS
27D
27EQ
27E
27B

FVU

AICITSS Page 7
Excel
29 July 2023 10:24 AM

Excel has a workbook and is inside workbooks, there can be multiple worksheets Rules for Creating Names
• XLSX- Normal Format What are allowed
• XLSM - Macro Enabled • Letter
• XLSB - Binary Workbook • Underscore
• Columns - 16,384 • Backslash
• Rows - 10,48,576 What are not allowed
Quick Access Toolbar - Important tools area • Space is not allowed
Ribbon - Expanded Menu • Names are not case sensitive
Formula Bar - Formula area • Maximum 255 characters
Spreadsheet - data entry space consisting of cells Names can be defined in 3 ways
Status Bar - Bottom bar showing information about the data • New Name Dialog Box under Formulas Tab
Refer page 54 • Using Create from Selection Option
Command Buttons in Excel can be of 4 types • Name Box
• Simple Button Shortcut key for Name Manager : Ctrl + F3
• Toggle Button Table
• Simple Drop Down • A Table is a rectangular range of Data
• Split Button When you convert a Range into a Table, Excel automatically provides
Ribbon tab - A group of related commands • Table Name
Contextual Ribbon Tabs - They appear only when a certain item such as a Table, Pivot chart etc is selected. • Column Header
If you import a customised ribbon from another Excel, all your own customisations will be lost • Formats the Data
Customising Ribbon Shortcut key for Table : Ctrl + T
• Cannot customise Excel's default commands, names or icons • Table options are available under Contextual Ribbon "Table Design"
• Cannot resize the Ribbon or their text size • Excel automatically provides Sort and Filter
Customising QAT • Excel can Auto Extend rows and columns in a Table
• Only Icons can be displayed • You can also add Slicers for filtering data
• Buttons cannot be resized • Excel can automatically add a Total Row to a table without formulas
• You can add additional buttons up to one line ○ Data in the LAST COLUMN is summed
• You can add Macros to QAT • In Table data, Excel uses a special formula syntax called Structured References
<Separator> • Excel has built in feature to remove Duplicates in a Table
Data Types • You can also convert a table back to a Range
Numbers: Aligns numbers to right side of the cell Data Validation
Text : Aligns text to left side of the cell • Data Validation helps to set up Rules to restrict or validate Data
Excel can handle up to 15 digits numbers. For working with more than 15 digits, text datatype is recommended • It is located in Data Tab
Date and Time are stored as Number types • You can
Boolean = True or false ○ Restrict Data to values in a drop down list
Excel treats time as fraction of days = 24 hours = 1 day = 6am = 6/24 = 0.25 ○ Restrict Data to whole number only with limits (e.g. 1-10 only)
New data types in Excel ○ Restrict Data to decimal number with limits
• Stock ○ Restrict Data to Date and Time only
• Geography ○ Restrict Data to Text only
• Currency > Crypto Currency • Errors can be of 3 types
Customise = File > Options ○ Stop
Advanced tab under Options has 14 headings ○ Warning
Abbreviations can be defined under Proofing > Autocorrect ○ Information
Auto Recover : Excel by default, saves your work every 10 minutes
Protected View : File > Options > Trust Center > Protected View
Adding Trusted Locations to open files without warning
• File > Options > Trust Center > Trusted Locations
Go To Special : CTRL + G or F5
• Go To Special only selects cells in the current Worksheet
Smart Copy Paste : ALT+E+S or CTRL+ALT+V Excel can detect headings intelligently
• 14 smart copy paste options are available • Use a single row of headings
Transpose : Change Rows to Columns • Bold
Shortcuts to move between worksheets : (left to right) • Never leave any gap between headings
• Move to next worksheet : Ctrl + Page down • There should be no blank rows or columns
• Move to previous worksheet : Ctrl + Page Up • Gap of one row if your heading row is not row 1

Custom List ( For sorting )

• New custom lists can be added under File > Options > Advanced > Custom Lists
Types of Errors Column wise sorting : Sort Left to Right
• #DIV/0! Filter : Data > Sort and Filter Group
Formula Auditing Options • Advanced Filter : If you want to filter more than one column. The criteria should have at least 2
• #REF! • Trace Precedents
• #NULL! cells including a heading cell
• Trace Dependents Types of Filter & Sort
• #N/A! - Match VLOOKUP • Error Checking
• #VALUE! - DATA TYPE • Text
• Evaluate Formula • Date
• #NUM! - INVALID VALUE • Watch Window
• ######## - No space • Number
• #NAME? - Definition wrong • Font Color
Precedents : Cells or Ranges that affect active cell's Value • Cell icon
Dependents: Cells or Ranges affected by the active cell Note: AutoFilter do not update automatically. You have to manually reapply filter to update
Filters that update are known as Dynamic Filters
Trace Precedents: Find how the a cell arrived at its value Auto filters allow filtering data with maximum of 2 criteria
Trace Dependents: Find what all cells are using its value There are 3 types of references
• Absolute
Error Checking Drop Down Menu hosts Trace Error • Mixed
Only Precedents are pointed out by tracer lines • Relative

Watch Window: Lets use see the calculations without blocking the view Grouping Data / Outlining of Data
• Outlines can be done up to 8 levels
• Outline can be manual or automatic
• Data Tab
Data Visualisation • Subtotal is a type of automatic grouping
Graphical Representation of Information and Data • Subtotal provides you with 3 levels

Conditional Formatting Excel has Database Functions

Allows you to apply cell formatting automatically based on conditions • DGET : checks for duplicate entries in a database
• Highlight cells • DSUM : sum of records on a database
• Top Bottom Values • DCOUNT : count of records on a database
• Data Bars • DAVG : average of records on a database
• Colour Scales Array Formula
• Icon Sets An Array Formula is a formula that contains an operations on an array of items instead of a single item
• Creating, Clearing and Managing Rules (f9)
Excel Charts What is an Array? An Array is a collection of 2 or more items. The items can be text or numbers
• Column Headings are used in X Axis CNTRL + SHIFT + ENTER (CSE Formulas)
• Data is used in Y Axis • There can be single cell arrays and multi cell arrays
Pivot Table • An Array constant is a set of static Values
• Quick way to summarise large amounts of data • Column Array Constants are known as Vertical Array Constants
• You can use a Pivot Table Report to analyse large amounts of data • Row Array Constants are known as Horizontal Array Constants
Pivot Table has 4 areas • Table Array Constants are known as Two Way Array Constants
• Filter • Text values must be in double quotes
• Rows • Doubt dash (--) is known as Double Unary Operator and is used to convert Non numeric Boolean
• Columns values into numeric values…EG. True and False to 1 and 0
• Values • OFFSET function returns a reference to a range
Pivot Charts • Frequency Array function counts how many numbers are in each category
• Pictorial representation of Pivot Table Logical Functions are of 4 types
• Can be found in PivotTable Analyse Ribbon • IF
Pivot Table sorting can be from • AND
• Small to Large • OR
• Large to Small

AICITSS Page 8
 • Values • OFFSET function returns a reference to a range
Pivot Charts • Frequency Array function counts how many numbers are in each category
• Pictorial representation of Pivot Table Logical Functions are of 4 types
• Can be found in PivotTable Analyse Ribbon • IF
Pivot Table sorting can be from • AND
• Small to Large • OR
• Large to Small • NOT
You can create multiple Pivot Table Reports using Show Report Filter Pages feature
You can use Multiple Consolidation Ranges option to consolidate data from different sources into one
report
Slicer
• Used to filter the contents of a Pivot Table Encryption
• Timelines are a type of Slicer based on TIME • File > Info
KPI - Key Performance Indicator Protect
Dashboards are also known as • Review > Protect Workbook
• Management Dashboards Protected Cell
• Information Dashboards • Locked: You cannot edit it
• Dashboard Reports • Hidden: It is visible in the worksheet but its formula is hidden
Dashboards can be static or interactive (dynamic) Get and Transform (Power Query)
It is better to divide workbook into 3 parts when creating Dashboards • Import Data from External sources
Text to Columns
Data Modelling • Under Data Tools in Data Tab
• Process of Formulating Data in a structured Format • Helps to split data into columns using delimiters
• Data Model: Allows describing information in a systematic way that allows it to be stored and ○ Delimiters can be
retrieved effectively ▪ Tab
• Data Model assists in integrating tables ▪ Space
Power Pivot ▪ Comma
• It's an Add-in function Default Format : General Format
• Power Pivot uses DAX Language Normal Data Consolidation
• DAX works on columns and not on cells Consolidate data from different worksheets into one worksheet
• Power Pivot is an in memory data modelling component that provides highly compressed data • Under Data Tab
storage and extremely fast aggregation and calculation • Data can be consolidated in 2 ways
Power Query ○ Consolidation by position : Identical in order and location
• Data Processing Software ○ Consolidation by category : Location and order are not same
• ETL Goal seek is a type of What if Analysis
• Extract Transform Load • Helps you to find the input values to achieve a goal
• Output of Power Query can go to Excel or PowerBi Scenario Manager
• Also known as GET AND TRANSFORM • Helps you to create different scenarios (results)
Power View • It's also under What if Analysis
• Facilitates interactive data visualisation • You can vary maximum of 32 input values
• Encourages ad hoc reporting Data Table
• Table, Matrix, Card, Charts> Line Charts, Bar Charts, Column Charts, Scatter Charts, Bubble • Found under What if Analysis
Charts • Helps you to see multiple results in one go
• There are 2 types of data tables
○ One way
○ Two Way
• A data Table cannot accommodate more than 2 variables
• Useful when a formula depends on many variables
Solver
• It can solve problems for me
• Helps you find the best solution
• Developed by Frontline Systems
• Different types of Methods under Solver
○ Simplex LP Engine (for linear problems)
○ GRG Nonlinear Engine
○ Evolutionary Engine

AICITSS Page 9