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Figure 7.1
UML Class Diagram
for ELERBE, Inc.
Order Detail
m
Inventory
1
m
1
1
m
Shipment
Detail
m
Order
1,
m
1
313
Shipment
1
Customer
1,
1
m
Invoice
m,
m
Cash
Collection
Table 7.1
Tables Used in ELERBE’s Order Processing Application
Panel A: Inventory Table
ISBN
Author
Title
Price
Quantity_
On_Hand
Quantity_
Allocated
0-256-12596-7
Barnes
Introduction to Business
$78.35
4,000
200
0-127-35124-8
Cromwell
Building Database Applications
$65.00
3,500
0
0-135-22456-7
Cromwell
Management Information Systems
$68.00
5,000
50
0-146-18976-4
Johnson
Principles of Accounting
$70.00
8,000
250
0-145-21687-7
Platt
Introduction to E-commerce
$72.00
5,000
40
0-235-62400-6
Rosenberg
HTML and Javascript Primer
$45.00
6,000
0
ISBN ⫽ unique international standard number assigned to the book; Price ⫽ standard selling price; Quantity Allocated ⫽ quantity of books committed to customer orders but not yet shipped
Panel B: Customer Table
Customer#
Name
Address
Contact_Person
Phone
3450
Brownsville C.C.
Brownsville, TX
Smith
956-555-0531
3451
Educate, Inc.
Fairhaven, MA
Costa
508-888-4531
3452
Bunker Hill C.C.
Bunker Hill, MA
LaFrank
617-888-8510
Panel C: Order Table
Order#
Order_Date
Customer#
Status
0100011
05/11/2003
3451
Open
0100012
05/15/2003
3451
Open
0100013
05/16/2003
3450
Open
(continued)
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A user-friendly system should not require the user to figure out where all the
order data are stored and then view or record data in three or four tables. These
data entry steps of locating information from multiple tables and writing information to multiple tables can be combined into a single form. The form presents an
easy-to-use interface for end-users. End-users do not have to know the table design
or figure out the tables required to store data about specific events. Rather, the order entry form in Figure 7.2 organizes the order data in a way that is familiar to
the end-user. Once the user enters the data into the form, the DBMS automatically
stores the data in the appropriate tables.
Figure 7.2
Order Entry Form
Layout for ELERBE,
Inc.
Order Entry Form
1
Order#
Order Date1
Customer#1
Customer Name2
Contact Person2
___________
___________
___________
___________
___________
Customer Address2 ________
Phone2
________
(Subform):
ISBN3
Title4
Author4
Unit
Price4
Quantity3
Extended
Price5
________
__________
______
_______
_______
_________
________
__________
______
_______
_______
_________
________
__________
______
_______
_______
_________
________
________
__________
__________
______
______
_______
_______
_______
_______
_________
_________
Sales Tax6
Total5
_________
_________
1
Data will be added to the Order Table. Order# will be assigned by the system.
Data will be displayed by system after the user selects the customer from a drop-down list.
Source: Customer Table.
3
Data will be added to the Order_Detail Table.
4
Data will be displayed by system after the user selects the book from a drop-down list. Source:
Inventory Table.
5
Calculated by system.
6
Calculated by system and added to the Order Table.
2
Event Analysis and Forms
The event analysis process discussed in Chapter 2 and used in subsequent chapters can
help you in identifying the need for input forms. Table 7.2 lists the events for ELERBE,
Inc., and identifies those that require forms. Since the events listed require information
from Customer and Inventory master tables, events for maintaining these files have
been added to the list. As the table indicates, seven forms have been suggested.
Relationship between Input Forms and Tables
As noted earlier, forms are commonly used to add data to tables. However, there
is not a one-to-one mapping between forms and tables. Three relationships between
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tables and forms are possible. Only the first one has a one-to-one relationship between a form and a table.
1. One form for recording data in one table. The Customer Maintenance Form
in Table 7.2 is an example of this type of form. This form is used to add
data to just one table (Customer).
2. One form for recording data in two or more tables. This is the case for the
Order Entry Form listed in Table 7.2. It results in adding a record to the
Order Table and one or more records to the Order_Detail Table.
3. Two or more forms for recording data in one table. As seen in Table 7.2, two
forms are used to record data in the Inventory Table, one for maintaining
inventory (other than prices) and another for maintaining inventory prices.
Table 7.2
Events and Forms for
ELERBE, Inc.
Name of table(s)
in which data are
recorded, if any
Event
Input
form
required?
Respond to customer
inquiries
none
No
Take order
Order, Order Detail
Yes
Pick goods
none
No
Ship goods
Shipment, Shipment Detail
Yes
Form Name
Order Entry
Enter Shipment
Bill customer
Invoice
Yes
Enter Invoice
Collect cash
Cash Receipt
Yes
Cash Receipt
Maintain customer
Customer
Yes
Customer
Maintenance
Maintain inventory
Inventory
Yes
Inventory
Maintenance
Maintain inventory prices
Inventory
Yes
Inventory Price
Maintenance
Types of Input Forms
We classify forms used for data entry into three types: single-record entry forms,
tabular entry forms, and multi-table entry forms. Figure 7.3 shows these three types
of forms.
Figure 7.3
Classification of Data
Entry Forms
Types of Forms Used for Data Entry
Single-Record
Entry Form
Used to enter or
modify a single
record in a single
table
Tabular
Entry Form
Used to enter or
modify several
records in a single
table
Multi-Table
Entry Form
Used to enter or
modify records in
two or more
related tables
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Single-Record Entry Form. A single-record entry form shows only one record
at a time (see Figure 7.4A). This form is used to add, delete, or modify data in a single record in a particular table. Such forms are frequently used for maintaining master file data. Examples include the Inventory Maintenance, Customer Maintenance,
and Inventory Price Maintenance forms for ELERBE, Inc. Note that more than one
entry form can be used to record data to a single table. In Figure 7.4A, the inventory clerk can enter most of the data required for the Inventory Table, but not the
price. Figure 7.4B shows a different form that is used for entering prices. The reason for the separation is that the inventory clerk is assigned the duty of entering new
inventory products, but the company wants the prices set by the sales manager only.
Figure 7.4A
Single-Record Entry
Form (used by
inventory clerk)
Inventory Maintenance Form
Figure 7.4B
Single-Record Entry
Form (used by sales
manager)
Inventory Price Maintenance Form
ISBN
Author
Title
ISBN
Price
___________
___________
___________
___________
___________
Tabular Entry Forms. The tabular entry form provides a spreadsheet-like design for entering multiple records in a single table. This type of form is frequently
used to record a batch of events. For example, if cash receipts are received in the
mail in the morning, a cash receipts clerk may have a batch of cash receipts to
record. A spreadsheet format might speed up data entry. Figure 7.5 displays such
a form. The clerk can quickly move from one row to the next as each cash receipt
is entered. In this case, the form keeps a running total of the dollar amount of the
cash receipt records entered so far. If the cash receipts clerk had used an adding
machine to total the amount of cash receipts before data entry, the user could compare the total at the bottom of the form to the adding machine total.
Figure 7.5
Tabular Entry Form
for Entering Data to
the Cash Receipt
Table for ELERBE,
Inc.
Cash Receipt Form
Cash
Receipt#
Date
Invoice#
Customer#
Customer
Name
Check#
Amount
Cumulative Amount: ________
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Single-Record Entry Form. A single-record entry form shows only one record
at a time (see Figure 7.4A). This form is used to add, delete, or modify data in a single record in a particular table. Such forms are frequently used for maintaining master file data. Examples include the Inventory Maintenance, Customer Maintenance,
and Inventory Price Maintenance forms for ELERBE, Inc. Note that more than one
entry form can be used to record data to a single table. In Figure 7.4A, the inventory clerk can enter most of the data required for the Inventory Table, but not the
price. Figure 7.4B shows a different form that is used for entering prices. The reason for the separation is that the inventory clerk is assigned the duty of entering new
inventory products, but the company wants the prices set by the sales manager only.
Figure 7.4A
Single-Record Entry
Form (used by
inventory clerk)
Inventory Maintenance Form
Figure 7.4B
Single-Record Entry
Form (used by sales
manager)
Inventory Price Maintenance Form
ISBN
Author
Title
ISBN
Price
___________
___________
___________
___________
___________
Tabular Entry Forms. The tabular entry form provides a spreadsheet-like design for entering multiple records in a single table. This type of form is frequently
used to record a batch of events. For example, if cash receipts are received in the
mail in the morning, a cash receipts clerk may have a batch of cash receipts to
record. A spreadsheet format might speed up data entry. Figure 7.5 displays such
a form. The clerk can quickly move from one row to the next as each cash receipt
is entered. In this case, the form keeps a running total of the dollar amount of the
cash receipt records entered so far. If the cash receipts clerk had used an adding
machine to total the amount of cash receipts before data entry, the user could compare the total at the bottom of the form to the adding machine total.
Figure 7.5
Tabular Entry Form
for Entering Data to
the Cash Receipt
Table for ELERBE,
Inc.
Cash Receipt Form
Cash
Receipt#
Date
Invoice#
Customer#
Customer
Name
Check#
Amount
Cumulative Amount: ________
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Note that the Customer# and Customer_Name on the form are in gray. Data
for these attributes are not entered in this form. They are simply displayed in the
form for confirmation. As soon as the Invoice# is entered, the system locates the
invoice record in the Invoice Table and retrieves the Customer#. The Customer# is
displayed. The system then uses the Customer# to locate the customer record and
displays the Customer_Name. Thus, three tables are involved in this process: the
Cash Receipt Table, to which records are being added, and the Invoice and Customer tables from which data are being retrieved and displayed.
Multi-Table Entry Forms. The multi-table entry form is used to add data to
more than one table. For example, the Order Entry Form in Figure 7.6 records data
in both the Order and Order_Detail tables. For every order, there can be many order detail records. When data are entered to records that are in a one-to-many relationship, a main form is used. A main form has two parts—a main part that is
used to add data to the “ones” table and a subform that is used to add data to the
“many” table. Entering data in the “main” part of the form results in adding one
record to the Order Table; entering data in the “subform” part adds as many records
to the Order_Detail Table as there are products ordered. Figure 7.6 shows a main
form/subform arrangement.
The areas in Figure 7.6 that are in gray indicate that data are displayed but not
entered in those fields. Once the Customer# is entered, the system responds with
Customer_Name, Contact_Person, Customer_Address, and Phone automatically.
Once the ISBN is entered, the system responds with the Title, Author, and a default Unit_Price. The default price can be overridden. The user then enters the quantity. The Extended_Price, Sales_Tax, and Total figures are not entered either. They
are calculated by the computer.
Notice that the distinguishing feature between a multi-table entry form and
other entry forms is that data are being written to more than one table. We shall
Figure 7.6
Multi-Table Entry
Form with Main Form
and Subform for
ELERBE, Inc.
Order Entry Form
Order#
Order Date
Customer#
Customer Name
Contact Person
___________
___________
___________
___________
___________
Customer Address
Phone
________
________
(Subform):
ISBN
Title
Author
Unit
Price
Quantity
Extended
Price
________
___________
_________
_______
_______
_________
________
___________
_________
_______
_______
_________
________
___________
_________
_______
_______
_________
________
________
___________
___________
_________
_________
_______
_______
_______
_______
_________
_________
Sales Tax
Total
_________
_________
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Figure 7.7
Use Case Diagram
and Forms
Maintain Inventory Data
Inventory Control
Maintain Inventory Prices
Sales Manager
Maintain Customer Data
Credit
Department
Enter Customer Order
Order Entry Clerk
Record Shipments
Shipping Clerk
Record Sales Invoice
Billing Clerk
Record Collection
Cash Receipts
Clerk
Print Cash Receipts Report
later. As we go through the explanation of Table 7.3, we will point out some differences that you should consider when designing single-record or tabular forms.
Also, the comprehensive example later in the chapter will apply the template to all
three types of forms.
We now consider five elements of a form that require documentation.
Attributes Recorded in Tables. Attributes recorded in tables are indicated in
the documentation template in Table 7.3 in the row labeled “Attribute recorded in
tables.” Additional data displayed on the form, but not recorded, are shown in the
next row of the template.
▪
Table 7.3 shows the data tables in which the form data are recorded. As can
be seen near the top of the table, the form is a multi-table form that records
data in two tables, Order and Order_Detail. We know this because there are
two tables in which data are recorded, as indicated in the row, “Attribute
recorded in tables.” The significance of the row, “Attribute displayed but not
modified” will be discussed shortly. The format in Table 7.3 also applies to
single-record and tabular forms. For these forms, only one table will be used
in recording data.
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reading from tables. In other words, the user is not recording new data for these
attributes.
▪
▪
Table 7.3 shows other tables that provide data that are displayed but not
entered. Two such tables are used in the Order Entry Form. Customer information is displayed from the Customer Table. Note that there is only one
customer for the entire order. Thus, the customer details also appear in the
main form. Data are also displayed from the Inventory Table. Based on
the ISBN entered, the system displays the Title and Author retrieved from the
Inventory Table.
As with the tables in which data are recorded, Table 7.3 shows which tables
are used in the main form and the subform. We can see that the Customer
Table is used in the main form, while the Inventory Table is associated with
the subform.
Calculated Fields. Forms may also include fields calculated from the data in tables. For example, the Quantity field (Order_Detail Table) and Price field (Inventory Table) can be used to compute the Extended_Price. The Total of Extended_Price,
another calculation, is displayed on the main form.
Foreign Keys. A final issue to consider as you develop the form template relates
to foreign keys. In the Order Entry Form, consider the following foreign keys and
their purposes: (a) The Customer# in the Order Table links the order to the correct customer so that the Customer_Name can be retrieved and displayed. (b) The
ISBN in the Order_Detail Table links the detail record to the Inventory Table so
the Author and Title can be displayed.
Queries. In Microsoft Access, the main form and subforms are each designed to capture information in a table or query. If the main form consists of data from two tables (Order and Customer), you should join the main form tables into a join query
before building your form. Queries make it easier to link related data. If you join the
Customer and Order tables into a query and use this query in building your form, the
system will automatically display customer information when a Customer# is entered.
Figure 7.8 shows a query in MS Access that joins the Customer and Order tables.
Figure 7.8
Query to Join Customer and Order Tables as a Step in Designing an Order Entry Form
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is given in Exhibit 7.5, and the UML class diagram and attributes are presented in Figure 7.11.
Figure 7.10
Fairhaven
Convenience Store:
UML Class Diagram
and Attributes
Inventory
Product#
Sale
Sale#
SSN
(1,m)
Sale Detail
Sale#
Product#
(m,1)
Manager
SSN
(m,1)
Deposit
Deposit#
(m,1)
Primary keys are in boldface, and foreign keys are in italics.
The detail table uses two foreign keys as a compound primary key.
Exhibit 7.5
Revenue Cycle for
H & J Tax
Preparation Service
Table
Primary Keys Foreign Key Information Attributes Needed
Manager
SSN
Last_Name, First_Name, Address, File_
Stat (tax filing status), Exemptions
Inventory
Product#
Description, Price, Supplier,
Reorder_Point, Quantity_On_Hand
Sales
Sale#
SSN
Date, Sales_Tax, Payment_Type,
Account#
Sales
Detail
Sale#
Product#
Sale#
Product#
Quantity_Sold, Price
Deposit
Deposit#
SSN
Date, Amount
(This exhibit provides data for several Focus on Problem Solving boxes.)
H & J Tax Preparation Service offers a variety of tax services. Information about
these tax services is provided in the following Tax Service Report:
Tax Service Report
Service#
Service Description
Fee
Year-to-Date
Revenues
$100
$120,000
1040
Federal Individual Income Tax Form 1040
(long form)
Sch-A
1040 Schedule A (itemized deductions)
50
51,000
Sch-B
1040 Schedule B (interest & dividend earnings)
50
53,300
Sch-C
1040 Schedule C (sole proprietorship)
110
84,000
State
State Income Tax Return
80
81,000
Corp
Corporate Income Tax
30
(per hr.)
103,000
The company is interested in developing an automated system for recording services rendered and billing clients. Except for the tax software used to prepare the
(continued)
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Figure 7.11
UML Class Diagram
for H & J Tax
Preparation Service
337
(This figure provides information for many of the Focus on Problem Solving boxes.)
(1,m)
Services
Service#
(1,m)
Service Request
Details
Request#
Service#
Invoice Details
Invoice#
Service#
(m,1)
(m,1)
Service Request
Request#
Client#
Accountant#
Accountant
Employee#
(m,1)
Client
Client#
(1,1)
(m,1)
Invoice
Invoice#
Request#
(m,1)
Table
Primary Keys Foreign Key(s) Informational Attributes
Services
Service#
Description, Fee,
Year-to-Date_Revenue
Client
Client#
Client_Name, Address, Telephone
Accountant_Name
Accountant Accountant#
Invoice
Invoice#
Service
Details
Service
Request
Request#
Invoice_Date, Amount_Due
Request#,
Service#,
(compound
primary key)
Same as keys
in compound
primary key
Fee
Request#
Client#,
Accountant#
Request_Date
rative: (1) Make sale and (2) Deposit cash. In addition to these events, we have to
include any maintenance events required to set up and modify reference data in
master files. A review of the UML class diagram shows two master files: (1) Inventory and (2) Manager. Maintenance events are required for each of these files.
Once you have determined the events, decide which ones involve entering data
in forms. Forms are required for each of the two events in the process described in
Exhibit 7.4 on page 334 and the two maintenance events. Table 7.5 applies the
Identify Form Template from Exhibit 7.2 on page 320 to this case and indicates
the forms required for Fairhaven Convenience Store.
Table 7.5
Events and Forms
for Fairhaven
Convenience Store
Event
Name of table(s) in which
data are entered, if any
Input form
required?
Maintain manager
Manager
Yes
Maintain inventory
Inventory
Yes
Make sale
Sales, Sales Detail
Yes
Deposit cash
Deposit
Yes
Next, we draw a use case diagram that lists all of the required use cases (forms)
and shows the communication with the appropriate actors.
We assume that there are only two actors involved with the system—the owner
and the manager. In Figure 7.12, the file maintenance functions are assigned to the
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owner. This assignment is appropriate because the owner would probably want the
sole authority to hire managers and to determine what inventory to sell. The recording functions are assigned to the manager because the manager has the responsibility of carrying out the exchange and because no other clerks are available for
recording events.
We will now consider the design of each type of input form introduced earlier:
single-record form, tabular form, and multi-table form (with main form/subform format). Complete the requirements in box 7.d to make sure that you understand how
to identify the forms required for an application before proceeding to the next section.
Figure 7.12
Use Case Diagram
for Fairhaven
Convenience Store
Maintain Inventory Data
Owner
Maintain Manager Data
Record Sales and Cash Receipts
Manager
Record Deposits
Manager
(third shift)
Focus on Problem Solving 7.d
Identifying the Need for Forms (P1, P2)
H & J Tax Preparation Service
Required:
1. Review Table 7.5 and Figure 7.12. Identify the input forms required for the system described.
2. Prepare a use case diagram for H & J Tax Preparation Service. Assume that the owner records
information about employees and services and that the secretary records the other information in
the system.
The solution to this Focus on Problem Solving box appears on page 351. Check your answer and make sure you understand
the solution before reading further.
Single-Record Data Entry Form: Maintenance of
Manager Table for Fairhaven Convenience Store
The first type of form that we will consider is a single-record form. As mentioned
before, the Manager Maintenance Form shows one record of a table at a time (e.g.,
Figures 7.4A and 7.4B on page 317). These are the simplest forms to design and
implement using a DBMS since they involve only a single record in a single table.
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Table 7.6 uses the Form Design Template from Exhibit 7.2 on page 320 and summarizes the design of this form in terms of the underlying tables. Figure 7.13 shows a
possible layout for the form. Table 7.7 identifies possible controls that could be used
in this form. Note that only some of the controls discussed in the previous section can
be used to control file maintenance because of the lack of the need to enter foreign keys.
Table 7.6
Content and
Organization of
Manager
Maintenance Form
(Single-Record Form):
Fairhaven
Convenience Store
Title on Form
Manager Maintenance Form
Type of Form
Single-record form
Data Table
Manager
1. Attribute recorded in tables
SSN, Last_Name, First_Name,
Address, File_Stat, Exemptions
2. Attribute displayed but not modified
3. Foreign keys that link this table to
the others used in the form (if any)
Format
Attribute Names and Calculations Used
Main form
SSN, Last_Name, First_Name,
Address, File_Stat, Exemptions
Subform (For main form/subform
format only)
Formulas for calculations:
Figure 7.13
Layout for Manager
Maintenance Form:
Fairhaven
Convenience Store
Table 7.7
Input Controls and
Use Case Description
for Manager
Maintenance Form:
Fairhaven
Convenience Store
SSN
Last Name
First Name
Address
Manager Maintenance Form
___________
___________
___________
File Stat
____________
___________
Exemptions ____________
Panel A: Manager Maintenance Form—Data Item Controls
Data Item
Control Features
SSN
Format checks (number with nine digits)
Last_Name
Format checks (certain characters, such as punctuation,
not permitted)
First_Name
Format checks (certain characters not permitted)
Address
Format checks (certain characters not permitted)
File_Stat
Look-up feature
Exemptions
Format checks (must be number), validation rule (should
be less than maximum number of exemptions possible)
(continued)
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Figure 7.14
Deposit Form: Layout
Deposit#
SSN
Last Name
First Name
Date
Amount
Table 7.9
Input Controls and
Use Case Description
for Deposit Form:
Fairhaven
Convenience Store
Chapter 7
341
Deposit Form
_______________
_______________
_______________
_______________
_______________
_______________
Panel A: Deposit Form—Data Item Controls
Data Item
Control Features
Deposit#
Computer-generated serial number
SSN
Computer-generated based on user log-in
Last_Name
Confirmation
First_Name
Confirmation
Date
Default
Amount
Validation rule
Panel B: Deposit Form—Use Case Description
1. The manager selects the “Enter Deposit” option from the menu.
2. The manager enters his username and password.
3. The system obtains SSN based on username.
4. The system displays the Enter Deposit Form.
5. The system displays a Deposit#.
6. The system displays the current date.
7. The manager enters the amount of the deposit.
8. The system asks the user to review the data entered and accept.
9. The manager reviews the data and saves the record.
Complete the requirements in box 7.e before proceeding to the next section.
Focus on Problem Solving 7.e
Design a Single-Record Form (P3, P4, P5)
H & J Tax Preparation Service
Design a single-record form for maintaining client data.
Required:
1. Describe the content and organization of the Client Form using the Form Design Template similar to Table 7.8.
(continued)
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(concluded)
2. Draw a layout for the Client Form.
3. For each data item on the form, design appropriate internal controls. Document the controls using the Data Item Controls Template similar to Panel A of Table 7.9.
4. Write a use case description for data entry using the Client Form. Follow the format in the Use
Case Description Template similar to Panel B of Table 7.9.
The solution to this Focus on Problem Solving box appears on page 352. Check your answer and make sure you understand
the solution before reading further.
Tabular Data Entry Form: Inventory Maintenance for
Fairhaven Convenience Store
Recall that a tabular form has a spreadsheet-like design that is useful for adding
more than one record to a single table. A tabular form for maintaining inventory
is presented in Figure 7.15. Note that several inventory records could be added on
a single display page. If several inventory records are being created at one time, this
form is more efficient for data entry than a single-record form. Complete the requirements in box 7.f to test your understanding of tabular data entry form.
Figure 7.15
Layout for Maintain
Inventory Form:
Fairhaven
Convenience Store
Maintain Inventory Form
Product#
Description
Price
Supplier
Reorder-Point
_________
_______________
_______
_____________
_____________
_________
_______________
_______
_____________
_____________
_________
_______________
_______
_____________
_____________
Focus on Problem Solving 7.f
Design a Tabular Form (P3, P4, P5)
H & J Tax Preparation Service
Design a tabular form for H & J Tax Preparation Service for recording cash collection data. This form
is not listed in the use case diagram since cash collection was not included in the narrative. However,
we are including this problem to help you understand the design of tabular forms for event data. Assume that each collection is for just one invoice.
Required:
1. Describe the content and organization of the Cash Receipt Form using the Form Design Template
similar to Table 7.8 on page 340. Assume that the Receipt#, Invoice#, Date and Amount of each
cash receipt are recorded in a Cash Receipt File. The client’s name should be displayed on the
form for confirmation.
2. Draw a layout for the tabular Cash Receipt Form.
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Figure 7.16
Layout for Sales/Cash
Receipt Form:
Fairhaven
Convenience Store
Page 344
Understanding and Developing Accounting Systems
Date
Payment Type
Account#/Check#
Sales/Cash Receipt Form
___________
Manager Last Name
___________
Sale#
___________
_______
_______
Product#
Description
Quantity
Unit
Price
Extended
Price
__________
__________
__________
__________
_____________
_____________
_____________
_____________
_________
_________
_________
_________
_________
_________
_________
_________
____________
____________
____________
____________
Sales Tax _________
Total
_________
Table 7.11
Input Controls and
Use Case Description
for Sales/Cash
Receipt Form:
Fairhaven
Convenience Store
Panel A: Sales/Cash Receipt Form—Data Item Controls
Data Item
Control Features
Sale#
Computer-generated serial number
Date
Default is current date, validation rule (e.g.,
dates must be within the current period)
SSN
Determined by computer from username
entered at time of log-in
For each item purchased by customer:
Product#
Scanned, referential integrity
Price
Default from Inventory Table
Description
Confirmation
Quantity
Format checks, validation rule (e.g., Quantity
should not exceed 999)
Extended Price
Computer-generated
Amount
Computer-generated
Sales Tax
Computer-generated
Payment_Type
Drop-down box requiring selection of one of
three choices: cash, check, or credit card
Account#
Panel B: Sales/Cash Receipt Form—Use Case Description
1. The manager starts a session by entering his username and password.
2. The system obtains his SSN from the Manager Table based on his username.
3. The manager selects the “Record Sale” option from the menu.
4. The system displays the Date (current date).
5. The system assigns a unique Sale#.
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The use case diagram was introduced as a tool that can clarify the various ways
the system is used during the events in a process. A complete use case diagram would
show all of the occurrences in which the system is used as well as the “actor” who
is interacting with the system. For each use case in the diagram, a use case description can be prepared that provides the details of the interaction between the
user and the system for that particular use (e.g., Record customer order). Since there
is a great deal of interaction between the user and the system when recording data
in a form, use case descriptions are helpful in documenting the data entry process.
We found that using forms to enter data can be more efficient than keying data
directly into data tables and can result in opportunities to apply internal controls
to the entry process. Forms can be constructed that provide look-up, record checking, confirmation, validation rules, and other features that improve the efficiency
and accuracy of the data entry process. A template was introduced that can be used
to document the content and organization of forms. Three formats for data entry
forms were considered—single-record, tabular, and multi-table. The multi-table
form may require a main form/subform format. For purposes of review, the three
formats are presented together in Figure 7.17.
In the next four chapters, we will study the details of accounting applications.
Chapter 8 will emphasize the organization of information activities and the relationship between accounting modules such as purchasing, inventory, and general
ledger. Chapters 9 through 11 will discuss accounting applications for the acquisition and revenue cycles in some depth.
Figure 7.17
Layouts for SingleRecord, Tabular, and
Multi-Table Forms
with Sample Data
Single-Record Entry Form
Inventory Maintenance Form
ISBN
___________
Author
___________
Title
___________
Tabular Form
Cash Receipt Form
Cash
Receipt#
Date
Invoice#
Customer#
Customer
Name
Check#
Cumulative Amount
Amount
__________
Multi-Table Form with Form and Subform
Order Entry Form
Order#
Order Date
Customer#
Customer Name
Contact Person
___________
___________
___________
___________
___________
Customer Address ________
Phone
________
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Chapter 7
Figure 7.17
Concluded
ISBN
Title
Author
Unit
Price
__________ __________________ ____________ _______
__________ __________________ ____________ _______
Quantity
Extended
Price
_______
_______
_________
_________
Sales Tax _________
Total
_________
KEY TERMS
Check boxes. A check box is a graphical interface
or a box on a form that indicates whether a particular option has been selected. The user can click
on the box to turn the option on or off. When the
option is on, an X or check mark appears in the
box. Check boxes are similar to radio buttons, but
more than one option can be selected. (327)
Command buttons. Command buttons, sometimes referred to as push buttons, cause an action
to occur when selected by the user. A common example is a button that is selected to print a form
that is currently being displayed. (326)
Computer-generated values. Information calculated by the computer based on data that it already has. Examples include calculations that
appear on forms and reports and the automatic
assignment of serial numbers to identify records
in a table. (332)
Confirmation. A control where the system helps
the user confirm that the data entered were correct by displaying related data from another table.
For example, when the Customer# is entered in an
order, the system obtains the Customer_Name
from the Customer Table and displays it on the
form. (330)
Default. A value or setting that a program automatically selects if you do not specify a substitute.
For example, a sales system may be set up so that
the default sales price is the standard price in the
Inventory File for that product. Defaults can be
overridden. (331)
Form. A formatted document containing blank
fields that users can fill in with data. When the
form is displayed on a computer screen, the data
entered in the blank fields are saved to one or more
data tables. (315)
Form interface elements. Objects on forms used
for entering information or performing actions.
(326)
Format checks. A control that ensures the data
entered are of the correct type, length, and format
for the particular field. For example, letters cannot be entered in a field where a number or a date
is expected. (331)
Join query. A query that matches records in two
or more tables. The two tables must be joined by
at least one common field. When a join query is
executed, the result is a presentation of data from
both tables. (324)
Look-up feature. A drop-down list of appropriate
choices for data entry in a particular blank field
in a form. When the user moves the data entry
point to the blank field, the list becomes available.
This feature is commonly applied when the data
to be entered are foreign keys. (326)
Main form. A form that is used to add data to
two or more tables that have a one-to-many relationship. The form has two parts—a main part
and a subform. The main part of the form is used
to add data to the ones table, and the subform is
used to add data to the many table. (318)
Multi-table entry form. A form that is used to
enter or modify records in two or more related tables. Frequently includes a main form and a subform. (318)
Radio buttons. Radio buttons are also called option buttons. A radio button is a graphical interface in the shape of a button that can be included