This document provides instructions for creating an archive table, queries, and form in Microsoft Access to manage client appointments and billing. The steps include: 1. Creating an archive table and query to archive completed client appointment records. 2. Creating a delete query to remove archived records from the original table. 3. Creating a query to calculate the total bill for each client by summing costs. 4. Designing a form with combo boxes to select client, staff, and treatment from lookup tables, and display the current date. The form allows booking and saving appointments. 5. Adding buttons to save, add/print, and close the appointment booking form.

1. Mrs Neal May 2004
• Select the Archive table:
• Save the query.
• Test the query works by double clicking – the following message will be
displayed:
• Click Yes – the following message will be displayed:
• Click Yes – the records saved in the tbl_Client_Appointments will be added to
the archive table:

2. Mrs Neal May 2004
Task 7. We now need to delete records from the tbl_Client_Appointments, which
completes the archive.
• Start a new query, add tbl_Client_Appointments and select all fields.
• Select Query from the toolbar and choose Delete Query:
• Save the query.
• Double click the query although do not run – you do not want to delete all
records yet.
Task 8. You will now produce a query using a calculation to total each clients
individual bill.
• Produce the following
query using the
relevant tables shown:
• Once you have typed in
the calculation click the
Totals icon:
• From the Total row, within the calculation column, use the drop down
menu to select sum.

3. Mrs Neal May 2004
• Save and view your query.
FORMS
Task 9. You will now create a form to record appointments made – open a blank form
in Design View based on the tbl_Client_Appointments table.
• Client name needs to be shown on the form – for easy data entry
create a combo box:
o Position the combo box
where required – the
wizard will
automatically be
displayed:
o Choose tbl_Client:
o Select Client_ID &
Forename:
o Ensure Client_ID is
hidden (this will be
done automatically):

4. Mrs Neal May 2004
o Choose Store This Value in This Field and select Client_ID (because
we want Client_ID to be saved into tbl_Client_Appointments):
o Client forenames should now
be listed:
o In Design View, Right-Click
and select Properties.
o Ensure the All tab is selected
and change the Control
Source to Client_ID.

5. Mrs Neal May 2004
• Use a combo box to create a list of staff forenames (tbl_Staff_Details),
ensure you store the value in this field – store as Staff_Forename.
Remember to set the Control Source.
• Use a combo box to create a list of treatments (tbl_treatments), ensure
you store the value in this field – store as Treatment_ID. Remember to set
the Control Source
• You will now create a blank text box where today’s date will always be
displayed a s a default value (this can be changed):
o Use the Text Box icon, and position where
required.
o Rename text box DATE.
o Right-click text box and select Properties.
Enter =date() as a default (Remember to set
the Control Source):
• Create a
combo box
for Time –
when the
Wizard is
displayed
click Cancel.
• Right-click and choose Properties.
• Ensure the All tab is selected – Click Query Builder in
Row Source and create the following query using
qry_appointments_free:

6. Mrs Neal May 2004
• If you view your form you will notice that when click on the Time combo
box is blank – this is fine, you need to select Forename etc. then the
relevant free appointment times will be displayed (Remember to set the
Control Source).
•• Use the Command Button Tool to create a Save button
• Use the Wizard to complete your button:

7. Mrs Neal May 2004
•
Add a button to add and print a record and to close the form.