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We are a cabinet fabrication and installation company. When we sell a job, it is necessary to order hardware and materials to complete it. As we normally have 8 or more projects going on each day, different project managers will enter the materials into the database on a per job basis. We would then generate purchase orders containing the accumulated materials of 2 or 3 days into vendor specific purchase orders and email/fax these to the vendors for fulfillment. Our company uses Access 2007 and newer.
The database would look like this…
Open database, start new “Job Materials Order”. Enter job name, job description, requisitioner’s name, Job installation date. Date would auto fill with current date and be editable. Project number would auto fill.
Item descriptions and quantities would then be entered into the order.
These items would come from a “Materials” table and the following information would be associated with each item. Item description, item purchase price, item sale price, item vendor, and item notes.
There would also be a vendor table that keeps the following information. Vendor name, vendor address, vendor city, vendor state, vendor zip, vendor phone number, vendor email, vendor rep, vendor email, vendor notes.
Purchase price of parts need to total, as do the sales prices.
Every 1 or 2 or 3 days, our purchasing department will generate purchase orders for our vendors. These purchase orders will be populated by the multiple “Job Materials Orders” described above. The different Job Materials orders must be select-able to include or exclude from purchase orders.
As materials arrive, they must be able to be marked off as received on the purchase orders and a date received field populated on the individual job orders.
Attached are some rough outlines of a job order, a purchase order, a vendor table and an items table.