Jones Rama Accounting information system A Business process approach FREDERICK L. JONES DASARATHA V. RAMA

LOGO Chapter 6 UNDERSTANDING AND DESIGNING QUERIES AND REPORTS King Saud University Seham al otibi

Reference Lists and Status Reports Contents Introduction QUERY TYPES OF REPORTS EVENT REPORTS

Introduction A database management system (DBMS ) : is a collection of programs that enables you to enter, organize, and select information from a database. A query is a request for information from a database A report is a formatted and organized presentation of data

Query 1 2 Query languages – Enable users to communicate with the DBMS in more structured formats Query languages – Enable users to communicate with the DBMS in more structured formats Structured query language (SQL) Query by example (QBE )

Structured query language (SQL) Basic format of an SQL query format SQL Example SELECT attributes SELECT order#, Data,customer# FROM tables FROM order WHERE criteria WHERE Data=#06/01 Query

1 2 3 This Format allows: Accessing data from tables based on a condition Specifying tables from which attributes used in the criteria can be obtained Query by example (QBE) Specifying attributes to include in the output

Query Query languages – Query by Example (QBE): Simpler but less powerful approach for communicating with the database Specify the desired output from one or more tables using a grid –Enter name of each desired attribute (field) into a different column in the grid –Enter selection criteria in the appropriate attribute’s column User doesn’t have to learn details of SQL

Query specification: Single table queries 1. What attributes do users require in the query output? What tables contain the attributes required? 2. What criteria will be used to generate the output? What attributes will be used in the criteria? What tables contain the attributes Multiple table queries –Make sure the different tables in the query are properly linked to each other –Answer question 1,2 & additional question : 3.What foreign keys link the information in a table to the primary keys of other tables in the query?

Query specification: Single table queries – Use a QBE grid to specify the given information to the DBMS or Express the information in a SQL statement

Example ELERBEs orders database QUERY A: List of all publication by a specific author (e.g,”Cromwell’’) QUERY C: A new edition of a publication (e.g., ISBN= ) is being planned. The marketing manager wants to contact customers who ordered a large number of copies of this product in Assum that the order table contains orders for multiple years. The marketing manager wants the report to include the customer name, address, contact person, phone, and quantity ordered.

Example Summary of ELERBEs Database Inventory Table Customer Table ISBNAuthorTitlePriceQuantity_ On_Hand Quantity_ Allocated Barnes Introduction to business $ Cromwell Building Database Application $ Cromwell Management Information system $ CustomerNameAddressContact_personphone 3450 Brownsvill c.cBrownsvill,TX Smith Educate,Inc Fairhaven,MA Cosa Bunker Hill C.C Lafrank

Example Order Table Order Detail Table orderOrder _DateCustomer /11/ /15/ /16/ orderISBNQuantity

Single table queries QUERY A :List of all publications by Cromwell SQL Inventory Table 1-what attributes do users require ISBN,Author,Title in the query output ? 2-what criteria will be used to Author=‘’Cromwell’’ generate the output ? What attributes will be used in the criteria ? Example

An SQL statement for QUERY A : SELECT ISBN, Title, Author FROM Inventory WHERE Author=‘’Cromwell ’’

Example Under the QBE approach in MS Access, the system will first prompt you for the table from which you query must be answered. Then, you must specify the output criteria on the grid (see page 246)

Example Multiple table queries ( SQL) QUERY C : The marketing manager wants a report that shows all orders for a book identified as ISBN during the year The information needed includes Name, Address, Contact _ Person, Phone,and Quantity

Example Table order order Detail customer - 1-what attributes do Quantity Name,Address, users require in the query Contact_Person,Phone output ? 2-what criteria will be used to generate order_Date>#12/31/2001# and order_Date<#01/01/2003# ISBN= output ? What attributes will be used in the criteria ? 3.What foreign keys link the customer#(to identify order#(to link information in a table to the appropriate customer) to the order records) primary keys of other tables in the query?

Queries Specifying Criteria With Multiple Conditions Example (Order Data<#12/31/2001#AND Order _Data<#01/01/2003)AND ISBN= That each of the conditions in the criteria must be true for the overall criteria to be satisfied.

Types of Reports 4 reports based on the organization of the data - –Simple list –Grouped detail – Group Summary –Single entity We can classify reports based on the type of data

Types of Reports First, we review the format (layout) of a report. Then, we consider the following questions related to report design: –1-What data are included in a report? –2-How are the data organized?

Types of Reports Report layout: Most reports have: –Report header –Page header –Page footer –Report footer –Report details section

Types of Reports Report Layout: Two important elements of any report: –Label boxes Display descriptive text Unaffected by table data Static - do not change when underlying data changes –Text boxes Display data taken or derived from a table Depends on current contents of table Text boxes are dynamic

Types of Reports Report Layout: Grouped Attribute. –Grouped reports are grouped by something –Contain: Group header Group detail Group footer

contenue

Types of Reports Report content: -Designers should analyze the information needs of the users and then decide what data need to be included in each report. - the data items required for the report should be identified. - select report information based on criteria Report Organization: Designers have several choices for organizing the information on a report.

Event Reports List or summarize event data available in transaction tables Draw on data available in transaction tables for most of their content Criteria are used to restrict output to specific events

Event Reports Classifies event reports according to the four report types: - Simple Event List - Grouped Detail -Group Summary -Singel Event

Event Reports Simple event lists: Provide asimple listing of events during a time period organized by event date or transaction with No grouping or subtotals Any criteria used to select information should be shown on the report to inform the user of these criteria. As shown in the layout,the starting and ending dates of these events coud be listed in the report header

Event Reports Grouped event detail reports: Show a list of events during a period -Commonly grouped by products/services or agents - Subtotals are often reported -Easier to analyze than ungrouped reports

Event Reports Group Event summary report: Summarizes event data by various parameters -May be superior to grouped event detail reports when a large number of groups needs to be reported

Event Reports Single event report: gives details about a single event -Often printed for documentation or to give to customers or suppliers

Reference Lists and Status Reports Focus on providing information about products, services, or agents Criteria can be used to restrict the output

Reference Lists and Status Reports Four types of reports that focus on organizing and summarizing master table data –Reference lists –Grouped detail status reports –Summary status reports –Single product/service/agent status reports

Reference Lists and Status Reports Reference lists: - Report only reference data that are taken from master tables - Information about balances or quantity on hand not included in reports

Reference Lists and Status Reports Status reports: - Summary data about products, services, agents Grouped detail status reports –Display summary data, usually some reference data, and supporting details –Draw on event and product/service/agent records –Usually list one type of event

Reference Lists and Status Reports Status reports: Summary status reports –List reference and summary data about products/services/agents –Summarize the status of the product, service, agent Single product/service/agent status reports –Provide detailed data –Include both reference and summary data for a single entity

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