How to Create a Stock Management Database in Microsoft Access - Full Tutorial with Free Download

This tutorial will explain how to use Microsoft Access to create a working stock control database with some basic features. Follow along with our free download of the basic stock database we created in this video: www.software-matters.co.uk/fre...
All you need to get started is a copy of Access and a beginner's knowledge of how it works.
Get more help and advice on Excel, Access or VBA projects:
www.software-matters.co.uk/you...
If you want to find out whether a bespoke database would be right for you, get in contact:
www.software-matters.co.uk/con...
Learn more about our work:
www.software-matters.co.uk/pro...
Music by Kevin MacLeod
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We have now uploaded a no music version of this video:
• How to Create a Stock ...
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Software-Matters is based in Gillingham, Dorset, in the south-west of the United Kingdom (UK), near Somerset, Wiltshire and Hampshire and the cities of Bournemouth, Poole, Southampton, Bristol, Bath and Salisbury.
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MORE INFORMATION:
To follow this tutorial you will need a full copy of Microsoft Access. The video was made using Access 2010, however the process is very similar in Access 2013, Access 2016, Access 2019 and Access 365 (as well as Access 2007).
We'll be going as far as setting up the database tables, which traditionally would be stored in a so-called 'back end' database file, while forms, queries and report, which are not covered in any details by this tutorial, would be stored in a separate 'front end' database file. The tables from the back end are then 'linked' to the front end, so that it behaved as if all the objects were in one file.
In some places we have made the design deliberately simple in order to keep our relationships clean and the number of tables low. This helps those new to Access to get their heads around how to create the database, but for actual use, might cause problems. We recommend that you learn more about database design from other sources before beginning your project if you intend to use it for a real business.
Key topics to consider are: database normalisation theory; Inner, Left, Right and Outer Joins; Basic SQL (structured query language) use; Software Development Methodologies; UX (user experience) enhancement techniques; and of course, the very specific needs of your business, project or client.
All together, a broad knowledge of these topics will allow you to design your tables with enough foresight to make the setting up of the queries, forms and reports you'll need later as easy as possible. Plus it should make the system easy to use and less likely to be corrupted or crash.
Keep in mind that even if your stock database needs don't fit very well with our example parts database, or if you need an entirely different kind of system like an accounts database or CRM database, the lessons in this tutorial can still apply.
0:00 Introduction
0:55 Make a Plan
2:07 Define the Tables Required
3:57 Invent Fields within the Tables
8:05 Making the Tables in Access
10:37 Set Up Relationships
16:28 Create a Reorder Query
21:03 Forms
22:08 Reports
22:48 Security
24:13 Automation
25:00 Outro

[@Software-Matters]

To watch our No-Music version of this video, click here: kzbin.info/www/bejne/ZmWcep98g8ilopI

[@jamesdudden4561]

Perfect for getting you started. Well done!

[@santiagobarclay7856]

Fantastic!! well explained, fast paced, and visually attractive. Thank you so much!

[@KrishnaDahal555]

Thank You so much for sharing your knowledge about creating a stock management database.

[@jonakjuni]

As beginner, I found the video easy to understand. Simple, clear visualization, logically arranged and just nice pace.

[@ziggydog24]

Thanks for your valuable time bringing your tutorial to us. Gives me something to play with and tweet while learning as I plod along.

[@E6MND]

Brilliant video, thank you very much. Very informative.

[@Omwereru]

Excellent tutorial for first timers like me!...keep it up sir!

[@koagyeman]

It was a great introductory lesion, would like to know more.

[@mustafaalsharif7247]

Amazing. thank you so much

[@mohammedraihantushar6914]

Thanks to you for your tutorials...…….its really very helpful to us

[@opatasa]

Thanks. Your video has been very helpful. Will be using the knowledge acquired to create a database for my local church. God bless you all at Software Matters

[@nandkishorsaraf9715]

Its very helpfull.........Well done

[@ebrahimkangani9831]

Great, very helpful. Thanks a lot.

[@arthielectronics9681]

It is complete fast track training for new users. I like it.

[@aseldakkak]

it is a very helpfull video, i will follow this channel. many thanks.

[@victtorandrade4063]

Excellent video, mate.

[@paulstanlev459]

Thanks for your help full tutor. Great Job

[@kithminijayawardena4654]

Thank you it helped me alot to start up with my project though i am doing project using PHP & Mysql

[@hasibul999]

thank so much! That is helpful for me.

[@avecesar]

Thank you. Though I don't use Access, you sorted out some very valuable of experience. Thanks!

[@laithmhindi]

I LOVE IT AND I WOULD LIKE GET MORE VIDEOS RELATED TO ACCESS VERY HELPFUL AND EASY TO LEARN THANK YOU SO MUCH

[@joshuanoeltiagan6383]

cool tutorial

[@mozammelhaqmishuk]

very helpful

[@rohitharidas91]

I love the Bioshock Reference :P

[@shahdtae439]

Thank you its clear and simple

[@Software-Matters]

Glad it helped! With best wishes from the Software-Matters team

[@comeup0902]

Love the music in step 4 haha

[@JAYESHSHEWALE]

Superb video

[@giovannat2976]

Thank you so much for this video!

[@alimohsin2359]

Thanks o lot sir

[@StormyHotwolf88]

Thank you. It gives me a good direction to go. I just wonder how I can get it to add or subtract stock levels as I use forms for Orders and POs.

[@Software-Matters]

Unfortunately that is beyond the scope of this tutorial and requires the use of VBA code or macros. With best wishes The Software-Matters Team

[@dosampa]

thank you

[@dexterinc]

Thanks a lot for this video. This was very helpful. I'm trying to create a Patient Record DB and one of the tables is Prescription, in that I would to add a filed called medicine, dose and qty. Currently I setup the prescription tables with only three fields. however the requirement is the users should be able to add more than one record for medicine, dosage and qty. Do i have to create more fields for medicine, dosage and qty if the user wants to write more than one medicine. I want the user to decide on how mnay records he/she can enter. how do I address this.

[@ahmadtandong4520]

Suppose I want sales quantity to reflect directly on the system. Is it complicated? Some says that making inventory management requires POS and this is when complexity starts.

[@froginthecraft]

Perfect for me. Clear and concise. I have just created my first database for my small craft business using this tutorial :-)

[@Software-Matters]

Glad it was helpful! With best wishes from the Software-Matters team

[@theboy2743]

Good one

[@fullpackedentertainment6786]

it helped me lot..........thank yu so muchhhh!!!!!😀😀

[@Software-Matters]

I'm glad you found it helpful. With best wishes from the Software-Matters team

[@andreasy1279]

Thanks

[@mohamedwahba7024]

THANKS

[@kinganthonyx]

it was fantastic ,i need to manage RFQ ,quote ,LPO,invoice on maintenance business ,which means incoming outgoing documents to manage the documents ,please help on some advice highly apprecite your lesson .......... cheers

[@abdulhamidalhaddadi2255]

Thank you

[@Software-Matters]

You're welcome! With best wishes from the Software-Matters team.

[@MrGawne]

I like the Booker Dewitt reference :p

[@nak141]

Hi Nice Video.Could you pls explain more on Stock Level and Min stock level. Is this entered by user or is it in Product master list. Thanks Niaz

[@Software-Matters]

Hello, thanks for the question. Both the stock level and the minimum stock level are stored in the product information. The stock level is amount of stock you currently have, and the minimum stock level is the minimum amount of stock that you want to hold for this product (which could be zero). The query shown in the video displays parts (and their suppliers) that you currently have less stock for than the minimum stock level for that part. In other words, it shows parts that you need to order more stock for.

[@nak141]

Thanks. In short these are in product /material master list. Min stock level shud be in the criteria of stock level. Is this correct. My query wasn't executing. Shows some error. Any clue. Thanks for your time.

[@vinnycornil20]

Thanks for this amazing tutorial. however, the background music doesn't help too stay focused

[@Software-Matters]

We have now uploaded an amended version of this video with no music. Find it here: kzbin.info/www/bejne/ZmWcep98g8ilopI

[@fazone6882]

Hello Mr. Thanks for all. Really I want to know how I can Scanning with MS Access and show that image on PictureBox And save it in MS Access Database. Another Question? I have a program in MS Access that manage Employee and Customers, and table of Users, I want to know if user 1 or 2 or 3 , Print or delete or edit a file that be in report with User Name or User ID..... Help Me .Please

[@FiazRamzan]

I am working on a project on MS access: I have three different departments. Extruder, Printing, Cutting then final stock in hand. So as the any order come. The job order form is prepared for production. There r 8 Extruders and each Extruder has its different maximum and minimum production capacity in 24 hrs span. Now I want to know that what extruder is available and what extruder is engaged. And we have the enough material for specific job completion. Different jobs can be put in production according to job type; like Job is Urgent or normal and also estimated completion period. As is job is completed it transfer to another department and so on. Finally, Wastage calculation for specific job and its cost. Please guide

[@27oslec]

hi! i am looking how to set validation rule for customer order quantity where it cannot enter number greater than the available stock. I have a query table showing the available stock level generated from summing up the purchased quantity and deducting the customer order. Can you give me an advise?

[@nak141]

27oslec if you have any solutions pls share as my dsum code is not working due to primary key or integer type.

[@HoppiHopp]

Stock vs. Stocks. Damn it. 😂 I was totally expecting a stocks management database.

[@Software-Matters]

Ha! Sorry about that. Yes, it's stock as in inventory, not stock as in stocks and shares.

[@HoppiHopp]

@@Software-Matters good video nonetheless.

[@skycouncil8523]

Can you maintain BOM inventory in this ?

[@georgepetroff2085]

no. it is just a production order on the flow. To make system remember the BOM, you need to integrate the SKU# that would be associated with component combinations and specific instructions

[@Paulancar]

I have a lot of records in my Database. I need to load also a lot of records. How can I do that, if there are a lot of records? How to load in a table that. Regards.

[@Ianpascua20]

Where do I find a tutorial on how to make the complex table for the multiple part orders situation?

[@Software-Matters]

Tom John To do that, you need to create an "Order Items" table where each order item record is a line on the order. It will have a one-many relationship to Orders and to Parts. I hope that helps, but if not feel free to drop us a line via our website. With best wishes from Software-Matters

[@shujon2k11]

Software-Matters cn u show how to create dis in visual studio c sharp

[@amoghbhosekar9935]

How do I add another supplier for same part?

[@Software-Matters]

+Amogh Bhosekar To do this, you would need to add another table into the database called something like “SupplierParts”. Initially this would include three fields: SupplierPartsID (Primary Key, autonumber), PartNo (looks up and related to PartNo in Parts) and SupplierRef (looks up and related to SupplierRef in Suppliers). This effectively allows you to create a many-to-many relationship between suppliers and products. In the new table you create a record for each part from each supplier, so if one part had two different suppliers, you would create two records in that table.

[@matendeabass4774]

I have adatabase but I need help on auto display some noes balance demanded basing on his numerous spay nets made to st he database

[@matendeabass4774]

Send me the code for that using ms access

[@arbeeex]

is there a link to a no music version?

[@Software-Matters]

Yes there is, find it here: kzbin.info/www/bejne/ZmWcep98g8ilopI

[@orange1826]

The free download appears to be inactive, even after attempting to contact the company. Please advise readers that the sample is NOT available or correct the link and download. Great video, clear with good concepts and presentation.

[@Software-Matters]

Hello. The free download is still available and working. It is emailed to you automatically but your spam filter may send it to your junk folder. Please check there. We are currently in the process of changing the download method to try and avoid this issue and will post and update once it is live. With best wishes The Software-Matters team.

[@orange1826]

I have tried again and still nothing. I'm using Firefox and Gmail.

[@Software-Matters]

Hello. We have just tried the download using Firefox and a Gmail account. The email and file was received but it was in the Spam folder. Have you checked your Spam folder? With best wishes The Software-Matters team.

[@orange1826]

Sorry for the inconvenience. I did find the hidden SPAM folder and the downloaded file (4 copies). I appreciate your assistance and understanding in resolving this.

[@Software-Matters]

The new download method is now live as well.

[@AbdurRahim-ot5gp]

Good morning. How do you do. I hope you are ok with your family. I like your tutorial video for Microsoft Access. I highly requested you make tutorial video for stock control. Example stock table, Customer table and Suppliers table from this three table how control minimum stock level when issue material for Customer automatic reduce from stock and when receive material from Suppliers automatic add stock. Please make tutorial video for this.

[@gissingsen]

I was actually looking for the "next step". That is how things bought (into the Company) and then sold (going out of the Company gain) was reflected in an stock table or maybe stock Query? Sorry to say that you did not show me that. So it was a Little Waste of time.

[@kensimba7868]

I too came here to look for how, if I add a sale, can be automatically be deducted from the stock table and if I add a purchase will be added to my stock. But unfortunately it wasn't covered. Can someone help us here pls. Otherwise I've learnt a thing or two from here and thanks

[@CGRcreativity]

I can't download the file every time I ask to download the page ask me my name and info... Again and Again

[@scooter56tuna]

Interesting information but music was distracting.

[@Software-Matters]

We have now uploaded an amended version of this video with no music. Find it here: kzbin.info/www/bejne/ZmWcep98g8ilopI

[@createworker8638]

how to download?

[@sovannhappy8182]

Can you give me for free full version?

[@Mallinathsuzuki]

hi, i didn't get the download link

[@Software-Matters]

We have checked this facility and it is working. Please check your spam or junk folder to see if it has gone in there. If you still can't find it, please email us at [e-mail] and we will send you another copy.

[@JPDeoplossing]

We can't download the Dbase?

[@vishalchincholkar1312]

Thanks sir places Hindi dabbled information ms access software banana

[@mohamedwahba7024]

WHERE IS THE LINK FOR FREE DOWNLOAD PLEASE

[@haithammoftah]

My dear I have a database to make a monthly invoice for construction project we have many projects , each project have a Bill of Quantity "BOQ" this BOQ have some items each item have Quantity "Qty "and unit price and total Price = Qty *Unit price BOQ table ( Project ID , Item ID, Item Description , Unit , Qty , Unit Price , Total Price ) the problem is how to make a form for the monthly invoice that invoice have the following fields " Current Executed Quantity , Previous Executed Quantity , (Total Executed Quantity = Current + Previous ) " last column is Total Price = Total Executed Quantity * Unit Price Invoice table (Project ID , Item ID , Item Description , Current Qty , Previous Qty , Total Qty ,Unit price , Total Price = Unit price * total Qty) how can make a form to bring all Items in the new invoice one time it means if we make a new invoice the program have to get all items automatically . secondly how to make the Previous Quantity column in next invoices = the total Executed Quantity in the previous invoice it means the Previous Executed Quantity in invoice no 2 as example is equal to the the Total Executed Quantity in Invoice no 1 if total Qty in Invoice 2 is 2500 so the Previous Qty in invoice no 3 is the same 2500 I hope its clear & I hope to find solution for this problem thank you in advance for your help and consideration

[@MK-jn9uu]

Omg that music

[@Software-Matters]

There is a no music version here: kzbin.info/www/bejne/ZmWcep98g8ilopI

[@hennypoort9395]

The music is not helping......

[@Software-Matters]

We have now uploaded an amended version of this video with no music. Find it here: kzbin.info/www/bejne/ZmWcep98g8ilopI

[@alomgirhossain4275]

Download not possible sir

[@silverdacreator7419]

There are no queries and forms here

[@Software-Matters]

Hello! Actually, the download does contain one query and one form. Please bear in mind that this is a beginner-level tutorial designed to help people create something basic. With best wishes The Software-Matters team.

[@abhijeetrathod1893]

Sir kya muzhe Ek software banakar denge

[@evijinpj]

Hi, Thank you for sharing the tutorial. It is so helpful for understand the purpose of the application. I have a doubt to ask you. I am planing to make a new database of the 2 Stocks of stocks which is 1, Warehouse Consumables 2, Office Consumables I have tables as mentioned below 1, Customer 2, Orders 3, Stock Details 4, Purchase Order Each are connected with unique ID which is ITEM CODE except the customer. Now the Question is. I need to share the form to different customers in the intranet where i am working with. For example i am sharing a request form for some stocks which the form contains the fields like Name of the customer, Employee ID, Email ID, Phone, Item Description, Quantity, Request Type. If it is possible to share the form to around 10 people in my organisation, i can process their orders in my system and to confirm their order followed by accepting their request through the system. Is this possible? Please advise. Thanks in advance :)

[@nak141]

evijinpj by linking the table. Make a backend copy with tables n place it on server. Then link it to user version which has queries forms n reports.

[@ale.hermida]

Here the link: www.software-matters.co.uk/free-access-stock-control-database-download.html

[@geekpros]

omg. It's just incomplete information in so many ways.

[@Software-Matters]

Hello Geof. This video is designed to start at the beginning and to get you started. There's a second installment coming soon, so do subscribe to find out when that is published. With best wishes

[@andib1005]

Link to download doesnt work

[@Software-Matters]

Sorry to hear you've been having trouble! If you were unable to access the webpage to download, follow this link: www.software-matters.co.uk/free-access-stock-control-database.asp Once there, enter in the details required and you will receive an email with a verification link to receive the download. This email can sometimes take some time to come through, or go into your Spam or Junk folder, so make sure you check those.

[@joshuanoeltiagan6383]

kinda complicated but still useful thanks

[@candraman5371]

Nice u will do better

[@suzerain_k]

I thought I was watching a Kings and Generals video

[@bangtran7466]

background music makes me crazy

[@Software-Matters]

Hello! We know some people find this the case, so there is a version with no music here: studio.kzbin.info049IlFNcrl0/edit?Fcomments With best wishes from the Software-Matters team

[@hussainmohd6298]

The music is god damn annoying, i couldnt focus... great video but music killed it for me

[@Software-Matters]

You're not the first person to say this, so we created a version without music, which you can view here: kzbin.info/www/bejne/ZmWcep98g8ilopI With best wishes the Software-Matters team

[@silverdacreator7419]

I don't understand

[@liveoffline4317]

background music irritated

[@Software-Matters]

Hello! Sorry you were irritated. We created a no-music version of this video for that very reason, here kzbin.info/www/bejne/ZmWcep98g8ilopI. With best wishes from The Software-Matters Team

[@jJerryrockstar]

u r going too fast. I cant follow.I am going mad

[@Software-Matters]

Hello and sorry that you find it too fast. Please feel free to use the Pause button whilst you catch up. With best wishes

[@OnlinePresident]

You can slow down youtTube video from the settings

[@chrismitchell7801]

Lost me at 11.50!

[@Software-Matters]

Hello Christopher. Are you still lost at that point? If so, would you like to ask a question as that seems to be a point where we suggest you put in some sample data to help with the next stage.... With best wishes, the Software-Matters team

[@jerrythepanman6426]

Could be excellent - if it wasn't for that INFURIATING music!

[@Software-Matters]

Sorry to hear that you find the music infuriating. We're working on it. Meanwhile, if you're someone who has had your attention drawn to the music and your brain won't let go of it, I recommend trying to focus instead on the voice teaching you. With best wishes....

[@Software-Matters]

We have now uploaded an amended version of this video with no music. Find it here: kzbin.info/www/bejne/ZmWcep98g8ilopI

[@jerrythepanman6426]

Excellent - thanks!

[@teelow3414]

Geez learn to demonstrate while doing long long explanation

[@frandmckay]

There is a lot of useful information here, but I had to turn it off - I can't concentrate on your presentation with that music in the background.

[@Software-Matters]

We have now uploaded an amended version of this video with no music. Find it here: kzbin.info/www/bejne/ZmWcep98g8ilopI

[@retrocoolness9935]

After watching 1,000,000 indian accent videos, I found this, with annoying background music...

[@Software-Matters]

I hope you also found the version without music! kzbin.info/www/bejne/ZmWcep98g8ilopI. With best wishes, the Software-Matters team.

[@jobazooka8634]

Tip: please leave out the cheesy 'music' underneath the talking.... it's very annoying and distracting!

[@Software-Matters]

Hello Jo - We know some people feel this way, so we created a version without music here: kzbin.info/www/bejne/ZmWcep98g8ilopI With best wishes from the Software-Matters team

[@sorpiseth6917]

thank so much! That is helpful for me.