Question
State the procedure for creating ledger in MS Access.
✓
Answer
To produce a ledger, it is essential to retrieve a set of processed data records providing information on Code (Account Number), Name of Accounts, Particulars, Date, Debit Balance and Credit Balance with reference to each particular account.
In order to get all this information, it is necessary to make certain SQL statements and save them as Query. Suppose, we have saved the last query as ‘query L’. In Access, a ledger account can be created by taking the following steps in the design view method.
In order to get all this information, it is necessary to make certain SQL statements and save them as Query. Suppose, we have saved the last query as ‘query L’. In Access, a ledger account can be created by taking the following steps in the design view method.
- Select ‘Reports’ from the ‘Object’ list in the Database window.
- Click ‘New’ button so that ‘New Report’ window is displayed.
- Select ‘Design View’ and ‘Query L’ from the combo control.
- Click ‘OK’. With this, the access responds by displaying a blank report design divided horizontally into three sections- Page Header, Detail and Page footer. Also, a list of available fields of Query L is provided for embedding on to this blank design.
- Click at ‘Properties’ of the report and select ‘Data’ tab to define the recorded source as Query L. This displays a list of available fields of Query L.
- Right click at any part of the report design and choose Report, Page Header and Footer. With this, the Access responds by providing two more sections- Page Header and Pager Footer.
- Click at the ‘icon’ of the toolbar and pick up a label control to be placed at the Page Header section and assign its caption.
- Select all the fields of Query L by clicking at every field, while keeping the ‘Ctrl key’ pressed. Drag and drop the selected field on the ‘Details Section’.
- Select the total control of all the six fields by clicking at each, while keeping the ‘Shift key’ pressed. Right click at the ‘Select Label Control’ and choose ‘Cut’. Now, place the mouse at the Page Header Section and ‘Paste’ these controls.
- Choose the ‘Properties’ provided by the Access.
- Align the text controls in the ‘Details Section’.
- Select the ‘Text Controls’ and ‘Amount Field’ and modify their properties. Hence, the required ledger in access is created.
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