Access – Purchase Cycle

Chapter 7

Purchasing cycle Internal Controls

Purchase request From authorized individual

Purchase order Authorized vendor

Receiving report Quantity column should be blank

Payment Within time period to obtain any discounts Only upon authorization and the tying of all

paperwork to justify the payment of the vendor’s invoice.

Purchase system

Flow chart on page 338 Relationship tables on page 380

Materials Inventory Table Includes stock number (company number)

Does not include vendors part number as it may be subject to change.

Category – A separate category table then the use of a combo box may be utilized in a form if the company has few categories. Or use the validation rule which forces the selection of a minimal number of choices.

Description – may use the memo feature if description is lengthy.

Purchase Order Table

The vendor number will be selected as the primary key since there is only one per order.

Link the Purchase Order table to the Vendor table using the vendor number.

Purchase-order-materials inventory table

Links the Purchase order table with the Materials Inventory table.

Requires 2 primary keys.

Then create a form/subform to create a purchase order, page 360 and report on page 369