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Deposit Database Structure

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    Deposit Database Structure

    For some reason, I can not get my mind to comprehend what I think should be very simple.

    First, for years I have been entering contribution records for our center. Right now if an individual has more than one designation for a contribution I have to enter multiple contribution records for the same person for that one contribution. I would like to be able to pull up the individual who gave the contribution and split up the contribution into various designations if necessary. I just can't figure it out!

    Secondly, right now I am limited to one deposit a day because the contributions are selected by the date. I would like to somehow make it where I can do multiple deposits in one day. I have not been able to figure out the structure of a set for this! Is there any suggestions? It seems like it should be so easy, but I have failed to get it.

    Currently my contribution database contains the following fields:

    IDNUMBER - id of person giving contribution from mailing list
    AMOUNT - Amount of contribution
    DATE - Date posted
    DESIGNAT - type of gift or desigation of gift - ie-pledge, building, banquet
    TAXDEDU - Tax dedutible Donation
    CASHCH - Cash or Check Donation

    I feel terrible asking, but I have struggled and just can't get it. Thanks in advance for for any assistance.


    #2
    RE: Deposit Database Structure

    You should have several tables:

    Contributor has all the info about the patron; name, address, tel, interests, occupation, spouse, children, etc. (whatever you want to keep). These records should be identified by a unique field or combination of fields. I use an autoincrement field to number my records. Automatic and unique.

    A second table would contain donation header information. This would mostly be date and total contribution and the patron number. With the parton number, you can link back to the patron or lookup (using the lookup function) things like name, address etc. This record should also contain another autoincrement field that uniquely identifies the contribution. Again, automatic and unique.

    A third table would contain the breakout of the contribution. It would contain the header number and any information breaking out the contribution by category.

    You would link the header 1 to 1 to the patrons and 1 to many to the breakout.

    Using this layout you can have as many patrons as you want, as many contributions on a day as you want and as many breakout categories as you want. In the reports, you can list contributions by date, by patron or by as many combinations as you can think up.

    I suggest you get Dr. Wayne's book, "Learning Alpha Five: The Database for Everyone" and the companion "Alpha Five: Xbasic for Everyone". They're a great help in understanding and using A5.

    Regards. Hope this helps.

    Ohlen

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      #3
      RE: Deposit Database Structure

      Thanks for the advice, I have what you are suggesting in databases, but I have
      not been able to put it all together to work this out and make any
      easy application for my help to produce deposits with the information. For the deposits I have printed from a4 to the deposit slip which is limited to 28 checks and one cash entry so I want to limit the deposit to 28 contributions plus any cash contributions. Then I would start a new deposit. I will revisit the process and see where I can get. Thanks for the advise, I will see where it get me and let you know.

      I have both of Dr. Waynes books, and over the last year I have gone over them.
      I have done all kind of stuff with A4, and I am slowly building new DBs with A5. I have just hit the wall on creating this application.

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