Vet Clinic Customer Database - 0

Vet Database: Lab Manual
Preface: Data at a Veterinary Clinic

A veterinary clinic is a hospital, doctor's office, or medical building for the treatment of non-human
animals. The patients are mostly the pet animals who are very dear to their Owners. That is why it
is very important to keep a track of the pets information as well as the owners information for
further assistance.
Organization
Owner/Customer Information
The owner of a pet is the customer of the Vet. Clinic. The owner bears the responsibility of a pet,
therefore, owner details is of great importance like his/her name, occupation, phone number, and
related information. We might consider to have the owners information in a separate table to
reduce redundancies.
A table is a set of columns and rows. Each column is called a field. The fields included in the above
mentioned tables are given below
Name of table
Field (Primary Key)
Field
Field
Field
Field
Customers
Customer ID
Customers Name
Contact no.
Address
Occupation
Pet Information
The pets are the patient. Information about the pets/patients can be kept in another table to
reduce redundancies. The basic information about an animal includes type, breed, birthdate, and
gender. We will consider creating a separate table with the pets information.
Name of table
Field (Primary Key)
Field
Field
Field
Field
Pets
Pets ID
Pets Name
Type Of Animal
Breed
Gender
Visits/Transaction
Keeping a history about previous visits of the pet can provide the clinic with information to
improve the service level. We will consider adding a third table that contains with information like
the date and time of the visit(s), services rendered, amount paid, and notes.
Name of table
Visits
Field (Primary Key)
Visits ID
Field
Date & Time
Field
Service Rendered
The Customer table is used from the prebuilt table of MS Access
The Pets Table is created by importing an Excel file containing the information of Pets
The Visits Table is created using MS Access
Tasks to Perform
Task 1: Creating a Blank Database
Select Blank Database

Type Project Name (example: MyPetProject)
Click on Create
Figure: Creating Blank Database
Task 2: Using Customer Table from the Prebuilt Tables in MS

Access
The table is created using Application Parts. A table named Contacts is used which is
close to what is needed for the Customer Table.( Some minor changes are added for the
Table)
Figure: Selecting Prebuilt Table
Rename the Table
To rename the table from Contacts to Customers, Right- click on the table name
(Contacts) and Select Rename.
Type new table name that is Customers and press Enter twice.
Figure: Using Rename option
Figure: Chaning the name and opening the

table
Renaming the field
To Change the Field Name Right-click on that name and select Rename Field
Type the New Field Name as CustomerID and press Enter
Figure: Using Rename Field Option
Figure: Renaming the Field as

CustomerID
Right click on the table to Save and then close the table
Figure: Saving and closing the Customer Table
Task 3: Importing the Pets Table from Excel to MS Access
At first an Excel file is created (named Pets) containing the fields and data.
Fig: Excel file data
On MS Access, go to External Data then Select Excel from the Import and
Link tool box
Fig: External Data Import tool
A new dialogue box will pop-up. Browse the location of the Excel File and click OK.
Fig: Location identification of the Excel file
Another Window will pop-up and check your data if it matches with the Excel file
data and click on Next>
Fig: Configuring Pets Table
Check the button to make the first Row as Column Headings and click Next >
Figure : Creating Column Headings
The next window gives an option to change or rename the field and column data. If
everything is correct click on Next>
Figure: Configuring Pets table
The Next window enables to choose primary key. Click on let Access select the
primary key and click Next>
Fig: Primary Key Selection in Pets Table

Change the table name to Pets and click on Finish and on the next window click
close.
Fig: End of Pets Table configuration
Now, to change the field name from the table using Design View , Right click on the
table Pets and Select Design View.
Fig: Changing Field name of the Pets Table
Now change the field name from ID to PetID
Fig: Changing field name

The PetID is already Selected as the Primary Key. But it is important to add another
field named CustomerID as it works as the foreign key of this table. To do so, Right
click on the field named PetName and select Insert Rows.
Fig: Adding additional field name

Write CustomerID on the new Row inserted and select Number as the Data Type.
Fig: Selecting Data Type

Then Close and Save the table as shown earlier.
Task 3: creating table on MS Access using Table Design

Go to Create from the menu bar and Select Table Design. A blank table will be
created.
Fig: Creating the 3rd table
Fill up the Field and Data Type as shown below.
Fig : Table information
To make VisitID as the Primary key, select the VisitID and click on the Primary Key
button.
A key sign will be shown on the left side of VisitID

Fig: Selecting Primary Key
Then to Save the table right click on the Table1 and click save. Change the name of the
table to Visits. Close the table after changing the name.
Fig: Change in Table Name
Now we Have 3 Tables and 3 Primary Keys (CustomerID,PetID and VisitsID)

and 2 Foreign Keys. You can identify the foreign keys by the field names.
(They have an ID and named after a Table).
Fig: Primary Key and Foreign Key
Task 4: Building Relationship between Primary Key and Foreign Key

To link the Foreign Keys with the primary Keys, Relationship tool is used.
Go to Database Tools and select Relationships and a table will pop up.
Fig: Configuring Relationships
Fig: Relationships
Now to select the 3 tables (Customers, Pets & Visits) highlight them all by using the
(click and hold) Shift Keyand click on the 2 nd and 3rd tables (Pets & Visits) and click
Add.The Relationships Table now will show 3 tables.
Fig: Information of 3 tables created in the Relationships tool
Now click the primary key CustomerID (from the 1st table) and drag it to the foreign
key named CustomerID on the Pets table. Then the Edit Relationship Window opens.
Check (tick mark) the Enforce Referential Integrity box and click on Create.
Fig: Relationship of Foreign Key configuration
Fig: First Foreign Key configuration shown using relationships
Now repeat the same procedure to connect the foreign key PetID with the
Primary key PetID.
Fig: Final view after configuring Relationships

Access reads relationships from one to many. To add a new pet, first add a customer. To add a
visit, first you need to add a customer then add a pet and then you can fill the visit table.
Task 5: Field Properties

To prevent Data entry error we can use the back door into code.
Right click on the Visits and choose Design View.
Fig: Design view

Now you can add default value,caption and decimal places in the table which will
appear in the form.
Fig: Configuring Table
Save and close the table and open Pets Table by right clicking and selecting
Design view as well.
Now select the TypeOfAnimal field and select Lookup Wizard to add type of
animals.
Fig: Lookup Wizard
Select the Option I will type in the values I want to add the animal types
manually and click on next.
Fig: Lookup Wizard configuration

Now fill in the column by typing different names. Dont use the Enter button to
go to the next row, press tab to write name on the next row. Click on next when
you are done writing on the column.
Fig: Lookup Wizard Configuration
If you dont have anything to edit like the table name then click on finish.
Fig: Lookup Wizard Configuration
Save and close the Pets table.

Deleting Field
Right click on the field you want to delete and click on delete fied
Fig: Deleting Field
Task 6: Creating AForm
To create a form, select the Customer Table then go to Create Tab and Select
Form and it will create a form.
Figure: Form tool
If you dont have anything to change in the form then right click on the form
name and save it.
Fig: Creating Form
Adding Information of Customers and Pets in Database
At first the form named Customer is filled up with a new customer name and
other information. If you scroll down the Pet table is found.
Then the Pet table is filled up and on the top left corner of the pet table there is
a plus sign (+) which is linked to the Visits table.
Fig: Filling up Form
Now Add some more Customers from the following table to get a clear idea
about a Database
Customers Table
1. First Name: Mark
Last Name:
Robinson
Contact#
+123456
City: London
Country : UK
2. First Name:
Khodeza
Pets Table
Name: Snoopy
TypeOfAnimal: Dog
Breed: Mixed
DateOfBirth: 06/04/2011
Gender: M
Visits Table
Visit Date: 02/01/2014
Total Amount: 30
Invoiced: yes
Name: Billu
TypeOfAnimal: Cat

Total Amount: 30
Last Name:
Begum
Contact#
+143011
City: London
Country : UK
Breed: Persian
Gender: F
Invoiced: yes
3. First Name: Kim

Last Name: Brown
Contact#
+000111
City: London
Country : UK
Name: Tommy
TypeOfAnimal: Dog
Breed: Mixed
Gender: M

Total Amount: 30
Invoiced: yes
4. First Name: Bruce

Last Name: Mork
Contact#
+000111
City: London
Country : UK
Name: Sammy
TypeOfAnimal: Dog
Breed: Mixed
Gender: M

Total Amount: 30
Invoiced: yes
5. First Name: Laura

Last Name: Brown
Contact#
+000222
City: London
Country : UK
Name: Dinky
TypeOfAnimal: Cat
Breed: Mixed
Gender: F

Total Amount: 30
Invoiced: yes
6. First Name:
Farhana
Last Name:
Haque
Contact#
+000333
City: London
Country : UK
Name: Scooby
TypeOfAnimal: Dog
Breed: Mixed
Gender: M

Total Amount: 30
Invoiced: yes
7. First Name: Kim

Last Name: Brown
Contact#
+000111
City: London
Country : UK
Name: Chappyac
TypeOfAnimal: Dog
Breed: Mixed
Gender: M

Total Amount: 30
Invoiced: yes
8. First Name: Salam

Last Name: Alam
Contact#+00055
5
City: London
Country: Uk
Name: Cruzer
TypeofAnimal: Dog
Breed: Mixed
Gender: M

Total Amount: 30
Invoiced: yes
9. First Name: Jack

Last Name: Cruze
Contact#+00066
6
Name: Sam
TypeofAnimal: Dog
Breed: Mixed

Total Amount: 30
Invoiced: yes
City: London
Country: Uk
10.First Name: Mary
Last Name: Kom
Contact#+00077
7
City: London
Country: Uk
Gender: M
Name: Tony
TypeofAnimal: Dog
Breed: Mixed
Gender: M

Total Amount: 30
Invoiced: yes
Task 7: Query Design

It is always difficult to fetch information from a complex and large database. Query
Wizard tool helps to fetch information in a much easier way.
Click on Query Wizard
Fig: Query Wizard tool
A new window will pop up. Select Simple Query Wizard Click Ok
Fig: Type of Query Wizard Selection
Select the Table Name and the Field Names you want in your Query. For
Example, if you want to find number of dogs, you must add the field named
TypeOfTable.Here three fields are selected, CustomerID, PetName and
TypeOfAnimal.
Fig: Query for Pets Table
To select field name, select the field name and click on the arrow sign, press
next and proceed
Fig: Selection of Fields for the Query
Give a suitable query name and select the option Modify the query design .
Click on Finish and the design view of the Query will be shown.
Fig: Query Wizard Configuration
If you click on the View tab it will show you the result of your query. You can go
back to your design view by clicking on it again
Fig: Query configuration
Query basically means the question you want to ask to find a particular set of information.
Here the query is designed to find the list of dogs as patients in this clinic.
Fig: Adding Criteria

You will be now able to see the list of the dogs in the created database
Fig: Query

Vet Clinic Customer Database - 0

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Vet Database: Lab Manual

Preface: Data at a Veterinary Clinic

Vet Database: Lab Manual

Select Blank Database

Figure: Creating Blank Database

Task 2: Using Customer Table from the Prebuilt Tables in MS

Vet Database: Lab Manual

Figure: Selecting Prebuilt Table

Rename the Table

Figure: Using Rename option

Figure: Chaning the name and opening the

Renaming the field

Figure: Using Rename Field Option

Figure: Renaming the Field as

Figure: Saving and closing the Customer Table

Vet Database: Lab Manual

Task 3: Importing the Pets Table from Excel to MS Access

Fig: Excel file data

Fig: External Data Import tool

Vet Database: Lab Manual

Fig: Location identification of the Excel file

Vet Database: Lab Manual

Fig: Configuring Pets Table

Figure : Creating Column Headings

Vet Database: Lab Manual

Figure: Configuring Pets table

Fig: Primary Key Selection in Pets Table

Vet Database: Lab Manual

Fig: End of Pets Table configuration

Vet Database: Lab Manual

Fig: Changing Field name of the Pets Table

Now change the field name from ID to PetID

Fig: Changing field name

Fig: Adding additional field name

Fig: Selecting Data Type

Task 3: creating table on MS Access using Table Design

Vet Database: Lab Manual

Fig: Creating the 3rd table

Fill up the Field and Data Type as shown below.

Fig : Table information

A key sign will be shown on the left side of VisitID

Fig: Selecting Primary Key

Fig: Change in Table Name

Now we Have 3 Tables and 3 Primary Keys (CustomerID,PetID and VisitsID)

Vet Database: Lab Manual

Fig: Primary Key and Foreign Key

Task 4: Building Relationship between Primary Key and Foreign Key

Fig: Configuring Relationships

Vet Database: Lab Manual

Vet Database: Lab Manual

Fig: Information of 3 tables created in the Relationships tool

Fig: Relationship of Foreign Key configuration

Vet Database: Lab Manual

Fig: First Foreign Key configuration shown using relationships

Fig: Final view after configuring Relationships

Task 5: Field Properties

Right click on the Visits and choose Design View.

Vet Database: Lab Manual

Fig: Design view

Fig: Configuring Table

Fig: Lookup Wizard

Fig: Lookup Wizard configuration

Vet Database: Lab Manual