How to create accounting software in ms access

Creating accounting software in ms access is not very hard and can be done with the help of a book to guide you. It teaches step by step procedures to create your accounting system. You learn how to use the ms access in a very effective way and make it useful for your organization. No technical knowledge is needed and all the transactions are programmed into the computer easily.

True Tally offers a full range of accounting software’s including receipt management, purchase order, a/p approval process, billing and invoicing. This eliminates the hassle to handle paper work which otherwise consumes much time for business owners. 

Accounting software is a great tool for small businesses. It allows you to track your income and expenses, and it’s an essential part of running a small business. Accounting software can be expensive, but it doesn’t have to be. In this article, we’ll show you how to create accounting software in MS Access that will help you save time and money on your business operations.

What Is Accounting Software?

Accounting software is basically a database that you can use to keep track of your company’s financial transactions. It also lets you generate reports that help you understand where your money is coming from, where it’s going, and whether or not you’re making a profit.

Why Create Your Own Accounting Software?

The great thing about creating your own accounting software is that it doesn’t have to cost very much at all! You could even download the free version of MS Access from Microsoft’s website (http://office.microsoft.com/en-us/access-help/download-access-free-HA102800853.aspx). If this sounds too complicated for you or if you just don’t have time for it right now, there are many companies out there that offer professional services at affordable prices; just do some searching online and see what comes up!

  1. Open MS Access. This can be done by clicking on the Start button and then clicking on All Programs, Microsoft Office, and finally Microsoft Office Access 2007.
  2. Create a new database by clicking on the Create tab and then clicking on Blank Database.
  3. Type in the name of your database (for example: mycompanyaccounting) into the Name text box at the top of the window.
  4. Click OK to create your new database file.
  5. Click on Tables in the toolbar at the top of your screen, followed by Table Design View from this drop-down list. This will open up a blank table for you to begin filling out data for your new accounting software program!

Is Microsoft Access good for accounting?

You may be wondering why you should use Access to create an accounting software when you could just buy an accounting package already on the market instead. This is a very good question and you’d be right in thinking that it is better to purchase accounting packages instead of creating your own, in most cases. Modern accounting software is excellent and it is more cost-effective to simply purchase an off-the-shelf solution, rather than investing a lot of time and money in a custom-made solution on Access.

For basic accounting tasks, there is no need to use Access. However, if you are managing large data sets and you need to complete specific niche accounting tasks that are not catered for by existing software, Microsoft Access can offer an excellent solution.

Microsoft Access is a perfect solution for production, inventory, sales, accounting, etc.   If you think that Microsoft Access is the best fit for your needs, follow these basic steps:

Step 1: Create a table

Before you can import and manipulate your data, you need to create a table. Do this by clicking ‘Create’ on the toolbar on the left hand side, and then click ‘Table.’ You will then be given options for naming fields and choosing the field type. Fill out the information and add the field, repeating as many times as you need to until you have the right fields in your table.

Step 2: Select the right data type

The data type determines the format that data displays in once you start populating your table. It is important that you select the right data type for each field so the information displays correctly and you can manipulate it in the way that you need to. The data type options that you are likely to use for accounting applications are: 

  • Short text 
  • Long text
  • Number 
  • Large number
  • Date/time
  • Currency
  • Calculated
  • Attachment
  • AutoNumber

Most of these options are self-explanatory and it will be clear when you need to use text to title fields or numbers to input data, and which fields need to be displayed as dates or currency. The AutoNumber data type will automatically number data entries when you move to the next row (Customer 1, Customer 2, etc.) The attachments data type allows you to attach documents to certain fields. This may be used to attach financial documents like invoices from other sources, but may not always be needed.

Step 3: Customize your fields

Once you have a basic table and you have selected the right data types for each field, you need to start customizing those fields to meet your specific needs. At the top of the table, you will see all of the different fields. If you need to add another one, simply click the ‘Click to Add’ button on the right hand side.

Click on the field title to change the name of each field. This is where you will start organizing the table ready for your data to be imported. Common field titles for basic invoicing software might look this:

  • Invoice ID
  • CompanyName
  • FirstName
  • LastName
  • StreetAddress
  • City
  • County
  • Postcode

Depending on what you are using your Microsoft SQL server for, these headings will be different. For example, you may have headings for each month and fields for your revenue and outgoings in each month. You could then add a seperate field to calculate overall profits. The beauty of MS Access is that it’s completely customizable, so you can build production, order tracking, inventory and any software to do whatever you need it to.

Step 4: Categorize your data

Custom software performs a lot of different functions, like invoicing, production, order tracking,  inventory, cash flow management, taxes, etc. So, you need to categorize your data to split the database into separate sections for each function. 

You can automatically categorize data in Access using basic categories but for the best results you should create your own custom categories. To do this, go to the navigation pane and click ‘Navigation Options,’ then go to categories and click ‘Add New Item.’ A new category is created and then you simply need to name it.

Right click on an item and then select ‘Add to Group.’ Pick your custom category and that data is now in that category. Once all data is categorized in this way, it is easy to go to the navigation pane and then group data into different categories.

Step 5: Set up a key differentiator

It is likely that you will have pieces of data with duplicate content, e.g the same company name or address. You need to set up a key differentiator so you can organize these pieces of data without confusing them. 

The easiest way to do this is to assign customer ID numbers to each customer in the database. Attaching invoices also solves this issue.

Step 6: Design your database

At this stage, you should have a functional database with data organized into the right categories. Now you need to design it and make some adjustments so it displays well and is simple and intuitive to use.

Click ‘View’ on the toolbar and you will be able to modify the structure of the tables. Here you will find options for adding and removing columns, assigning default values to certain fields, and renaming the fields. You can also change the data type and edit the character size and data format. By making these changes, you can ensure that data is displayed in the correct way and the tables easy to read and navigate.

Bear in mind that if you have a large dataset and you change the data type, you may be presented with an error message.

Step 7: Share your database

Now that the design is finalized and your new database is ready to use, you need to share it with your colleagues. Microsoft Access allows multiple users to access the database at the same time, so it can be used by all of the relevant departments in your business. 

The easiest way to share a database is to store it on a shared network drive. Other users simply need to access the file and they can use the database. You can also share a split database. When you do this, the database is split into two parts; a back end containing all of the data and a front end that can be accessed by the user. Each user interacts with the database using a local copy of the front end, but they are unable to manipulate the back end data. This is a more secure option for large businesses that need to control access.

When should you use Microsoft Access?

There are certain situations where Access is the best choice and some industries use it more than others. When you are managing large data sets and you need to query them, it is often easier to use Access rather than excel. It is also useful for creating reports because it has more flexible options for relational databases. 

Common uses for Microsoft Access include: 

  • Financial reporting
  • Collating regional sales data
  • Auditing (with large data sets)
  • Inventory management
  • Production

Before deciding to build an application from scratch, consider carefully whether existing software can fulfil that need. 

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