2016

USER MANUAL
Shanis Garden Database
Alex Chisholm
12IPT

E.Lord

S t I g n a t i u s C o l l e g e , R i v e r v i e w

12IPT

User Manual

Alex Chisholm

Table of Contents
PURPOSE OF THE SYSTEM ............................................................................................................ 3
FUNCTIONS OF THE DATABASE ................................................................................................. 3
OPENING THE DATABASE ............................................................................................................. 4
LOCATING THE DATABASE ......................................................................................................................... 4
GETTING INTO THE DATABASE .................................................................................................................. 5
USER INTERFACE: ........................................................................................................................... 6
NAVIGATING USING THE INTERFACE. ....................................................................................................... 6
Plants and Stock Interface: ....................................................................................................................... 7
Customers Interface: ................................................................................................................................... 8
Sales and Orders Interface: ...................................................................................................................... 9
FORMS: .............................................................................................................................................. 10
FORM NAVIGATION BUTTON MEANINGS .............................................................................................. 10
Credit Cards form: ..................................................................................................................................... 10
Customers Form ......................................................................................................................................... 11
Plants Form: ................................................................................................................................................. 13
Prices Form ................................................................................................................................................... 14
Stock Form .................................................................................................................................................... 15
ADDING INFORMATION TO FORMS ......................................................................................................... 16
REPORTS .......................................................................................................................................... 17
Invoice Report ............................................................................................................................................. 17
Plant Tag Report ........................................................................................................................................ 18
Stock Levels Report ................................................................................................................................... 18

Shanis Garden

12IPT

User Manual

Alex Chisholm

Purpose of the System

The purpose of this system is improve efficiency and ensure that the
administration of Shanis Garden is as professional as possible. This is
achieved through having a good system. It is also about achieving an
overall greater experience for the customers and make it a much
easier job for Shanis staff. Due to the fact that the original system was
very old-fashioned and was largely non-computer based, this new
system will improve the efficiency in which Shanis business requires.

Functions of the Database

v Keeps records of orders in a well layed out order.
v Provides information on stock amounts.
v Creates and prints invoices for orders
v Creates an easier way of storing customer details
v Creates and prints Plant Tags for customers benefit.
v Maintains a list of customers and their email addresses to enable
sending of advertising about special offers or occasions.

Shanis Garden

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User Manual

Alex Chisholm

Opening the Database

Locating the Database
There are two separate ways of locating the database.
One way of locating the database is by looking for the desktop icon of
a Microsoft Access file that is clearly labeled Shanis Garden (see
image below). Double click on the icon and it will then open the
database.

Another method that may be used to locate the database is the

opening Microsoft Access method. The steps to doing this are below:
1. Click the start button. This
will bring up a menu.
2. At the bottom of this
menu there will be a field
labeled Search Programs
and Files.
3. Type into this field:
Access and click on the
program that appears in the
menu. This should open up
the program.
4. In access, Click on open
> Computer.
5. Locate the Shanis
Garden File and open it.

Shanis Garden

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User Manual

Alex Chisholm

Getting into the database

Once youve accessed the database file, you cant enter the
database until youve put in a password. This database is encrypted
with a password to ensure safety and so that the information in this
database cant reach the hands of any unwanted users. All people
that need to operate this database shall be issued with the password.

Database Password

Password

1. Follow steps from page 4
to access the database file.
2. Once youve opened the
database file you will be
greeted with the following
notification.
3. Insert the database
password Password (note
that the password is case
sensitive).
4. Once this is done, press
OK and the program should
take you to the user
interface.

Shanis Garden

12IPT

User Manual

Alex Chisholm

User Interface:

The user interface is used to allow easy navigation throughout a

database. It has buttons, which can be clicked by the users to get to
the desired destination or perform their desired task.

Navigating using the Interface.

Below is an image of what the home interface encompasses:

You can navigate to each different section by either clicking the black
squares next to your desired selection, or on the text of your desired
selection. This image is showing the home interface. The home
interface contains three buttons, which are used as categories for the
whole of the database. Within those pages there are more buttons,
which will take you to different parts of the database. Theres also a
button labeled Close Database and Exit. By clicking this button it will
close the database.














Shanis Garden

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User Manual

Alex Chisholm

Plants and Stock Interface:

By clicking the Plants and Stock button on the Home Interface, it will take
you to another page, which displays another six additional buttons. These
buttons will take you to pages that are linked with Shanis Gardens plants
and stock.

Home: By clicking this button, it will navigate you back to the Home
Interface
Open Plants Form: By clicking this button, it will redirect the user to the
Plants Form, which will open. (See page 14)
Add a Plant: By clicking this button it will again navigate the user back
to the Plants form, but instead of having information in the fields, the
fields will be blank allowing the user to add information to the different
fields, which will create a new entry. (See page 16)
Open Plant Tag Report: By clicking this button, it will open a report
displaying plant tags. (See page 17)
Open Stock Form: By clicking this button, it will open the stock form.
(See page 15)
Open Stock Levels Report: By Clicking this button, it will open the Stock
Levels Report. This report displays the stock levels for each plant.

Shanis Garden

12IPT

User Manual

Alex Chisholm

Customers Interface:

By clicking the Customers button on the Home Interface, it will take you to
another page, which displays another three additional buttons. These buttons
will take you to pages that are linked with Shanis Gardens Customers.

Home: By clicking this button, it will navigate you back to the Home
Interface
Open Customers Form: By clicking this button, it will redirect the user to
the Plants Form, which will open.
Add new customers: By clicking this button it will again navigate the
user back to the customers form, but instead of having information in
the fields, the fields will be blank allowing the user to add information to
the different fields, which will create a new entry. (See page 16)

Shanis Garden

12IPT

User Manual

Alex Chisholm

Sales and Orders Interface:

By clicking the Sales and Orders button on the Home Interface, it will
take you to another page, which displays another four additional
buttons. These buttons will take you to pages that are linked with
Shanis Gardens Sales and Orders.
Home: By clicking this button, it will navigate you back to the Home
Interface
Create a new order: By clicking this button it will again navigate the
user back to the Plants form, but instead of having information in the
fields, the fields will be blank allowing the user to add information to the
different fields, which will create a new entry. (See page 16)
Edit and/or View Orders: By clicking this button, will redirect the user to
the Order Form, which will then open.
Open Invoice Report: By clicking this button, it will open a report
displaying Invoices. (See page 17)

Shanis Garden

12IPT

User Manual

Alex Chisholm

Forms:
Identifying the Forms

There are various forms on the database which all perform different
tasks. These forms are accessed through the use of the user interface
(see pages 3-6). The different forms in the database include:
Credit Cards Form
Customers Form
Orders Form
Plants Form
Prices Form
Stock Form

Form Navigation Button Meanings

Delete
Record

Go to
first
record

Last
Record

Go to last
record
Next
Record

Save
Record

New
Record

Credit Cards form:

The Credit Card form displays the different types of Credit Cards that
the Business accepts and displays the Credit Cards unique identifier.
This form also uses basic navigational buttons, which on click allow for
navigation between each Credit Card type.

Credit Card ID
Name of
the Credit
Card
Navigational Buttons
(See above)

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Customers Form

The customers form keeps a record of Shanis Kitchens regular clients.
The Customers form is used to provide details of the customers who
have ordered something from Shanis Gardens. This form contains
search fields, which can be used to search for either the Customers ID
number, or the customers last name. It also has navigational buttons to
navigate through the customers and buttons that perform other
features.

Details on
Customer

Search for
Customer ID

Search by
Customers
Last name
Navigational
Buttons
(See page 10)

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Orders form:

The order form was created to take on the task of recording all orders
placed by customers. It does this by giving each booking a unique
identifier (ID), an order date and a method of ordering. It also compiles
the total cost after the user puts in the order. By doing this, it will add
the details to the database.

Details about

customers

Order Identification

Total order
cost

Customers Credit
Card Details.

The order

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Alex Chisholm

Plants Form:

The plants form is used to identify the types of the plant. There are
different fields to help give a brief description of each plant. There is
also multiple ways of navigation in this form including buttons and a
search bar.





Details about the plant













Navigational

Buttons

(See page 10)

Image of
the plant

Search box to find a

plant

Steps when using search box.
1. Click on the white text box with
curser.
2. Type in the plant you want to find
by its common name (ensure you
have the correct spelling).
3. Click the Yellow Go Get it button
to find your plant.

Type here

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Alex Chisholm

Prices Form

This form is used to indicate how the prices vary per pot size. These size
variations affect each orders price.








The size of each pot.



The retail price of the pot





Navigational
Buttons

(See page 10)

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Stock Form

The stock form allows the user to monitor the amount of stock is in for
each pot size. It also allow the user to add and subtract stock after an
order has been placed. Using the Qty to ADD and Qty to SELL buttons
allow this.

You can add and

subtract QIS

The size of pot
The value all the stock for that pot size


The quantity in

stock. (Amount

of stock)

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Alex Chisholm

Adding Information to Forms

Step 1: Go to the Switchboard menu and click on any button that says
Add. Doing this will lead to a form with blanks. See customer form
above
e.g.

Step 1 (Alternative): Click on the New Record button in the navigation
button. It should look like this.
Step 2: Fill in the next customer ID. Then fill in the other fields.
Step 3: Click on the Save Record Button. Which can be found in the
navigation bar and looks like this:

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Alex Chisholm

Reports

Reports are used in order to give a well layed out view of information
that can easily be printed. There are a few reports in this database that
can be accessed. These include:
Invoice Report
Plant Tag Report
Stock Report
These reports can be accessed from the switchboard.

Invoice Report

The invoice report is used to give a neat layout of a customers order.
This can then be sent to the customer who can view the date, the cost
and an overview of they bought.

The identification of order

The
customers
billing
details

The total
price and
the GST
charged.

The details
of the order

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Alex Chisholm

Plant Tag Report

The Plant Tag Report provides brief information about each plant on a
small printable card that can be printed or kept for quick revising of a
plant, or can be used as a card that can be given to potential
customers ofthe plant.

Scientific name
of Plant
Image of Plant

Details of Plant

Stock Levels Report

The Stock Levels Report keeps track of Quantity of Stock for pot size for
each plant type. It also provides how much value the company has in
stock and can be used as a potential tool for future projections.

The Quantity in
Stock

The name of the

Plant
The Pot Sizes for
each plant
Shanis Garden

The Value of the

stock x QIS
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