Part 5: Product Management & Category Systems

This is the fifth installment of our masterclass series. In this part, we transition from financial structures into Operations and Inventory Management. We will build a robust Product Management system, covering everything from database schema to a modern UI that handles product images and duplicate SKU verification including Store Management.

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Explanation with timeline

Module Overview: Introduction to the inventory module and its importance in calculating the Cost of Goods Sold (COGS).

The Product Table Architecture: Defining the tbl_Items with fields for Name, Type, Detail, Factor, Units, Opening Stock, Total Stock, Warning units, re-order units, sale price, and store ID.

Designing the Product Entry Form: Creating a professional interface to add Items and Products based on the table fields.

Dynamic Type/Category Selection: Implementing a Combo Box to select category or Type of the Item.

The Submit Logic: Writing the VBA code to handle both new entries and record updates, followed by our modern pop-up alert. contact@skillheader.com

The Store Table and Form Building: Second table tbl_store with the fields of store ID, date, name, location, address, person, phone, audit interval days, audit reminder, employee ID, and audit start date.

Detailed Step-by-Step Guide

In this session, we establish the foundation of the inventory system. Proper items and product setup is vital for accurate sales tracking and automated stock reordering.

FIFO and LIFO

In a product-oriented business, inventory management is a crucial function. First in, first out (FIFO) and last in, first out (LIFO) are two standard methods of valuing a business’s inventory.

FIFO: Companies use the first in, first out inventory valuation method, assuming that the oldest products are sold first. The products mentioned the expiry date. In this method, we have to declare the serial number. You might have an experience with batch numbers printed on some products.

LIFO: The last-in, first-out inventory method uses current prices to calculate the cost of goods sold, rather than the original purchase price of the items already in stock. Businesses can face price differences and old inventory in hand using this method.

1. Database Architecture: Tables

To keep the system normalized, we create Items or Products and store tables:

1.1. The Product Table (Products_tbl) This table stores all the static and dynamic data for your items.

Field Name	Data Type	Purpose
`ItmID`	AutoNumber (Primary Key)	Unique ID for the Item entry.
`ItmCode`	Number	Item Code to integrate with other tables.
`ItmSerialized`	Text	Yes/No condition to determine auto serial with items or not (This is helpful to generate tags)
`ItmNm`	Text	Item or Product name
`ItmType`	Text	Type or Category of the item
`ItmDetail`	Text	Short description about the item
`ItmFactor`	Text	Item Packaging type (e.g., Unit, Box)
`ItmUnits`	Number	Number of Units in a factor/pack
`ItmOStock`	Number	Opening Stock
`ItmOTotal`	Number	Number of Opening Stock Units
`ItmWarningUnits`	Number	Low Stock Warning Quantity in Number of Units
`ItmReOrderUnits`	Number	Reorder Quantity in Number Units
`ItmSalePrice`	Currency	Sale Price
`ItmStoreID`	Number	Linked Store ID

Enhancing Product Forms with a Separate Categories Table

In many applications, the product category is initially added directly to the product form using a combo box (drop-down list). While this approach works for small systems, it can become difficult to manage as the application grows. A more scalable and maintainable solution is to define a separate Categories table and integrate it with the Products form.

1.2 The Store Table (tbl_Store): To define physical locations like “Main Warehouse,” “Shop Floor,” or “Cold Storage.”

Field Name	Data Type	Purpose
`StoreID`	AutoNumber (Primary Key)	Unique ID for the Store entry.
`StoreDt`	Date/Time	Store registration date
`StoreNm`	Text	Store Name
`StoreLocation`	Text	Store Location (Internal or External)
`StoreAddress`	Text	Store Physical Address
`StorePerson`	Text	Store Keeper Name
`StorePhone`	Text	Store Keeper Contact Number
`StoreAuditIntervalDays`	Number	Store Audit Interval Days
`StoreReminder`	Text	Yes/No to set the reminder for Audit
`StoreEmpID`	Number	Employee ID in case of Store Keeper is an Employee
`StoreAuditStartDt`	Date/Time	Beginning date of the Audit

2. Building the ‘Add New Items’ Form `(frm_NewItem)`

Two Ways to Create Forms in MS Access

In MS Access, forms can be created in two main ways: Bound Forms and Unbound Forms

Bound Forms (Form Based on a Table): Bound forms are directly connected to a table or query, and their controls are linked to fields. Data is saved automatically when the user moves to another record or closes the form. They are quick to create but offer less control over when records are saved.

Unbound Forms (Blank Form with Controls): Unbound forms are not connected to any table, so data is not saved automatically. Records are saved only when the user clicks a Submit button, giving full control over validation and data entry. This method prevents accidental or incomplete data from being stored.

Why Prefer Unbound Forms?

Full control over when data is saved
No accidental record creation
Easy to validate data before saving
Better for complex business rules
Allows cancellation without saving anything

2.1. Form Interface `(frm_NewItem)`

Unbound Form: The form is converted to an Unbound Form (frm_NewItem) for strict control over data before insertion.
Data Entry: Create textboxes for Item Name, Detail, Factor, Units, Stock, Level, and Price.
Item Categories: A combo box with manual Value List items for the type or categories.
Use a Combo Box to display all store accounts.

2.2. Submit Button VBA Logic and Code

Checks for empty mandatory fields.
Generates Item Code with the addition of 1.
Enters data into the Items Table (tbl_Items).
Triggers the confirmation popup message.

Items submit button Code

Private Sub Cmd_SubmitNewItem_Click()
If IsNull(Me.txt_ItmType) = True Or IsNull(Me.txt_ItmSerialized) = True Or IsNull(Me.txt_ItmNm) = True Or _
IsNull(Me.txt_ItmFactor) = True Or IsNull(Me.txt_ItmUnits) = True Or IsNull(Me.txt_ItmOStock) = True Or _
IsNull(Me.txt_ItmWarningUnits) = True Or IsNull(Me.txt_ItmSalePrice) = True Or IsNull(Me.txt_ItmStoreID) = True Then
MsgBox "Mandator fields must be filled !", , "|Empty Textboxes|"
Exit Sub
    Else
    
        'Generating Item Code
        dc = DCount("*", "tbl_Items")
        If dc > 0 Then
            dcc = DLast("ItmCode", "tbl_Items") + 1
                Else
                    'If table has no data
                    dcc = 1000
        End If

        Set rst = CurrentDb.OpenRecordset("tbl_Items", dbOpenDynaset, dbsechanges)
        With rst
            .AddNew
            .Fields("ItmType") = Me.txt_ItmType
            .Fields("ItmCode") = dcc
            .Fields("ItmSerialized") = Me.txt_ItmSerialized
            .Fields("ItmNm") = Me.txt_ItmNm
            .Fields("ItmDetail") = Me.txt_ItmDetail
            .Fields("ItmFactor") = Me.txt_ItmFactor
            .Fields("ItmUnits") = Me.txt_ItmUnits
            .Fields("ItmOStock") = Me.txt_ItmOStock
            .Fields("ItmOTotal") = Me.txt_ItmOStock
            .Fields("ItmWarningUnits") = Me.txt_ItmWarningUnits
            .Fields("ItmSalePrice") = Me.txt_ItmSalePrice
            .Fields("ItmStoreID") = Me.txt_ItmStoreID.Column(0)
            .Update
        End With
        Set rst = Nothing
        
                        DoCmd.Close acForm, "frm_NewItem"
                        
                        '\\\MsgPopup
                        DoCmd.OpenForm "frm_msgpopup"
                        Forms!frm_msgpopup.Form.LblMsgPopup.Caption = "New Item has been added.."
                        
                        'Refresh the data in the Main form
                        Forms!MainDashboard!NavigationSubform.Form.Requery
End If
End Sub

3. Building the ‘Add New Store’ Form `(frm_NewStore)`

3.1. Form Interface `(frm_NewStore)`

Unbound Form: The form is converted to an Unbound Form (frm_NewStore) for strict control over data before insertion.
Data Entry: Create textboxes for Store Name, Location, Address, Contact Person, Phone, and Audit Interval Days.

3.2. Submit Button VBA Logic and Code for `(frm_NewStore)`

Checks for empty mandatory fields.
Enters data into the Store Table (tbl_Stores).
Triggers the confirmation popup message.

Private Sub Cmd_SubmitNewStore_Click()
If IsNull(Me.txt_StoreDt) = True Or IsNull(Me.txt_StoreNm) = True Or IsNull(Me.txt_StoreLocation) = True Or _
IsNull(Me.txt_StoreAddress) = True Or IsNull(Me.txt_StorePerson) = True Or IsNull(Me.txt_StorePhone) = True Or _
IsNull(Me.txt_StoreAuditIntervalDays) = True Then
MsgBox "Mandator fields must be filled !", , "|Empty Textboxes|"
Exit Sub
    Else

        Set rst = CurrentDb.OpenRecordset("tbl_Store", dbOpenDynaset, dbsechanges)
        With rst
            .AddNew
            .Fields("StoreDt") = Me.txt_StoreDt
            .Fields("StoreNm") = Me.txt_StoreNm
            .Fields("StoreLocation") = Me.txt_StoreLocation
            .Fields("StoreAddress") = Me.txt_StoreAddress
            .Fields("StorePerson") = Me.txt_StorePerson
            .Fields("StorePhone") = Me.txt_StorePhone
            .Fields("StoreAuditIntervalDays") = Me.txt_StoreAuditIntervalDays
            .Update
        End With
        Set rst = Nothing
        
                        DoCmd.Close acForm, "frm_NewStore"
                        
                        '\\\MsgPopup
                        DoCmd.OpenForm "frm_msgpopup"
                        Forms!frm_msgpopup.Form.LblMsgPopup.Caption = "New Store has been Created.."
                        
                        'Refresh the data in the Main form
                        Forms!MainDashboard!NavigationSubform.Form.Requery
End If
End Sub

Part 5: Product Management & Category Systems

Explanation with timeline