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Inventory Control in Access
By Richard Rost   Richard Rost on Facebook Richard Rost on Twitter Richard Rost on LinkedIn Email Richard Rost   3/31/2008 9:32:35 PM
Q: What course do I need to track inventory for three locations? I have used Excel for 10+ years. I need a customer list, product list, etc. I want to be able to enter customer data on a form, along with products and keep track of inventory. I want to keep it simple so others can use. This is currently done on paper and I keep track of inventory manually - three locations by hand. I have Access 2003 and 2007 just need help in putting them to good use. - Gene

A: Gene, I see you've already taken my Access 101 and 102 classes. You're off to a good start. I'm going to be dealing with TRACKING INVENTORY in an upcoming Access class very soon here (within the next two or three weeks). I'll be honest... tracking inventory is NOT easy. It does require a little bit of programming to do it right AND make it easy for your non-programmer end-users. I'll be showing you how to do it. In the mean time, get caught up with the rest of the 100-, 200-, and 300-level Access classes.

If you're interested in this inventory class, leave your comments below and give me your feedback as to exactly what you'd like to see!

Now... once you start talking about MULTIPLE locations, you might need to look into a WEB-BASED solution. I do have a tutorial that teaches you how to create a web-based database using Access and ASP. It doesn't quite go into the details of inventory control, but you could use it to set up an online customer tracking system or product database.

Mix that with my forthcoming inventory classes in Access, and you should be able to build the solution you're looking for. You will have your work cut out for you, but if you're willing to take the time and build it right, I'll walk you through it each step of the way.

Here is a link to my Web Database Seminar tutorial:


Of course, if you're stuck, I do offer technical help on the web site - and I can also help customize your database for you if you're having trouble. See /TechHelp for details.

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Keywords: access inventory control web

Record Search Comment from Margaret @ 2/11/2012
I just changed the default of the Search button to "yes" and it fixed the glitch.  My co-workers and I thank you as the all high guru of access programing.
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Record Search Comment from Alex Hedley @ 2/11/2012
You can change the properties on the Search button that's already there to make it the default.
No need to create a new button.
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Record Search Comment from Margaret @ 2/10/2012
Can I do this to the search button, or do I have to create a new one?
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Record Search Comment from Margaret @ 2/10/2012
In my record search data base, I have fields where the user can type in all, or part of, a project number, file name, customer etc. and then a search button that brings up the information.  This works beautifully.  Some of my co-workers want to type in the information and then press the enter key to initiate the search.  How do I write the code to make it do that?

Reply from Richard Rost:

The easiest way is to just create a button on your form and set its DEFAULT property to YES. This will make that button's code run when the user presses ENTER.
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Inventory Control in Access Comment from Lenora Bethel @ 2/8/2012
I am trying to set up an inventory tracking for office supplies.  Can you help????
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Comment from MontyE @ 5/1/2008
Adding to JohnB
If possible, have an event, message box or some way of alerting you to show up when a quantity for an item gets below the required minimum level.  Have the event set up in such a way as to open (click a button) it's own table/form/report to get a printout from to hand to a purchasing agent to order buy. I can set up a warning flag overall for my products when they get below a designated level using a query but this effects all the items, not each item individually. I have over 600 different products and some minimum levels are different for each item.  This would greatly enhance or make an inventory control more powerful if possible.
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Comment from MontyE @ 5/1/2008
Adding a little to JohnB,
Maybe add in an event, popup message, or some means of alerting or flagging  a unit that gets below a set minimum level.  Have the event set up in such a way that when those items are tagged, it opens up (or you can click on a button) it's own table/form for a printout on just these flagged items. Something you can hand to the purchasing agent to show items that are below minimum level and need to be ordered.  Currently I can set an overall minimum level for all products but not for each item individually. I have a lot of products and don't know if it can be done.  If so, that would greatly enhance an inventory.
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Comment from basant @ 4/30/2008
Dear Richard,

      i am to looking for similier kind of thinks.

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Comment from JohnB @ 4/16/2008
Rick, Thank you, I,m looking forward to seeing them, please dont make it to long until there ready. Many Thanks JohnB
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Comment from Richard Rost @ 4/16/2008
John, you got it. When I cover inventory, I'll touch on all of those things. It's probably going to take me 2 or 3 courses to cover it all!
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Comment from JohnB @ 4/5/2008
Hi Rick,
Pleased to see you looking at inventory control. It would be nice to have
A - Units in stock
B - Minimum / reorder stock level
C - Required stock level.
D - Units to order
E - Units on order
F - Parts received
G - Parts to follow
So when A drops below B it calculates the difference with C and inserts it into D.
D is available in a report as a requisition / order. when this is approved & processed to a supplier D is  automatically added to E
Upon receipt of the goods the number received is entered into F which automatically adjusts the values of A and G. and naturally resets all other fiels accordingly
Each purchase order to be given a unique PO number (it would be nice if the number reflected last 2 digits of the year, the week number and the order that week ie 081403
That is 08 the year Week 14 and the 03 is the third order raised that week but a boring old sequential number would do)
All with unit prices etc as your earlier tutorials.
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