Using the Forms

All data is entered into the application using a standard Access form for data entry. Each form contains a common interface style.

On the left side of most forms is a List Box that displays all of the records for that form. The nodes generally consist of the individual records associated with the subject of the form, i.e. expenses, plus whatever additional information is necessary to easily identify a record. You may click on any record shown in the List Box to move immediately to that record, or you can use the navigation buttons at the bottom of the forms to scroll through the entire recordset.

To view the detailed information about a particular record, simply find the record in the List Box, then click on it. The fields on the right side of the form will be filled in automatically. You can then edit the information in the fields, and the changes will be saved automatically.

List Box

To add a new record, click the Add New navigation button at the bottom of the form. Once you have entered the desired record, it will be saved automatically.

Record Navigation Buttons

Some forms also have a Delete button to allow you to delete a record. This is not a guarantee you can actually delete a record, however, because of the nature of the database. For example, you cannot delete a client record, if you have projects, expenses, payments, etc. associated with the client. Because the database will try to maintain the integrity of your data, it will not allow the client record to be deleted until all records related to that client are deleted first.

Instead, each record has a check box to allow you to mark a record as inactive. That way, you only have to deal with active projects and clients. In those areas where the inactive items must be shown, they are clearly marked as inactive. Most of the forms also have a check box that allows you to eliminate the inactive items from view.