THE INSTITUTE OF

CHARTED
ACCOUNTANTS OF
INDIA

INFORMATIONAL
TECHNOLOGY
PROJECT

BY – Sudhanshu Omer
Registration no. - CRO0731304
Batch timing – 9:30AM TO 3:30PM

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ACKNOWLEGEMENT
First I would like to thanks The Institute of Chartered
Accountants of India have given us such wonderful
opportunity to learn so much. Any attempt at any level
cannot be satisfactory completed without the support and
guidance of learned people. I would like to express my
immense gratitude to our trainers

CA Pradeep Kumar Gupta

CA Neha Agarwal

Miss. Harshita Shrivastav

CA Pankaj Kumar Sharma

For the constant support and innovations that has

encouraged me to come up with this project. I gathered
some information from internet too. It also helped a great
deal in proving some important knowledge regarding my
topics. And lastly I am also thankful to my family and
friends who have rendered their whole hearted support at
all times for the successful completion of this project.

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MICROSOFT – ACCESS
2010

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INTRODUCTION

M
icrosoft Access 2010 for Windows is a Database Management
System or DBMS, which helps us, manage data stored in a
computer database. In this chapter, the readers will be given
exposure to the basics of Access and the various data types used in
Access. A database is a tool for collecting and organizing
information. Databases can store information about people,
products, orders or anything else. A computerized database is a
container of objects. One database can contain more than one table.
For example, an inventory tracking system that uses three tables is
not three databases, but one database that contains three tables.

An Access database stores its tables in a single file,

along with other objects, such as forms, reports, macros and
modules. Databases created in the Access 2010 format have the file
extension .accdb and databases created in earlier Access formats
have the file extension .mdb.

Using Access, we can do the following: Add new data to a database,

such as a new item in an inventory,

Edit existing data in the database, such as changing the current

location of an item, Delete information, perhaps if an item is sold or
discarded ,Organize and view the data in different ways, Share the
data with others via reports, e-mail messages, an intranet or the
Internet. Microsoft Access 2010 can be started in Windows 95 or
later versions of windows operating system in the following way:

Click on the Start button on the Windows Taskbar and then choose
Program >> Microsoft Access 2010. After a short delay, the
Microsoft Access 2010 main window displays a dialogue box offering
the user a choice of creating a new database or opening one of the

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existing databases as shown in Figure. The lower panel contains the

names of the databases that have been opened recently.

Start-up MS Access 2010 Screen

The parts of an Access database:-

The following sections are short descriptions of the parts
of a typical Access database.

 Tables
 Forms
 Reports
 Queries
 Macros
 Modules

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Tables-
A database table is similar in appearance to a spreadsheet, in that
data is stored in rows and columns. As a result, it is usually quite
easy to import a spreadsheet into a database table. The main
difference between storing data in a spreadsheet and storing it in a
database is in how the data is organized.

To get the most flexibility out of a database, the data needs to be

organized into tables so that redundancies don’t occur. For example,
if we’re storing information about employees, each employee should
only need to be entered once in a table that is set up just to hold
employee data. Data about products will be stored in its own table
and data about branch offices will be stored in another table. This
process is called Normalization.

Each row in a table is referred to as a Record. Records are where

the individual pieces of information are stored. Each record consists
of one or more fields. Fields correspond to the columns in the table.

Forms-
Forms are sometimes referred to as "Data Entry Screens", which
are the interfaces we use to work with our data and they often
contain command buttons that perform various commands. We can
create a database without using forms by simply editing our data in
the table datasheets. However, most database users prefer to use
forms for viewing, entering and editing data in the tables.

Forms provide an easy-to-use format for working with the data and
we can also add functional elements, such as command buttons, to
them. We can program the buttons to determine which data appears
on the form, open other forms or reports or perform a variety of

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other tasks. For example, we might have a form named "Customer

Form" in which we work with customer data. The customer form
might have a button which opens an order form where we can enter a
new order for that customer.

Forms also allow us to control how other users interact with the
data in the database. For example, we can create a form that shows
only certain fields and allows only certain operations to be
performed. This helps protect data and to ensure that the data is
entered properly.

Reports-
Reports are what we use to summarize and present data in the
tables. A report usually answers a specific question, such as "How
much money did we receive from each customer this year?" or
"What cities are our customers located in?" Each report can be
formatted to present the information in the most readable way
possible.

Queries-
Queries are the real workhorses in a database and can perform
many different functions. Their most common function is to retrieve
specific data from the tables. The data we want to see is usually
spread across several tables and queries allow us to view it in a
single datasheet. Also, since we usually don't want to see all the
records at once, queries let us add criteria to "filter" the data down
to just the records we want. Queries often serve as the record
source for forms and reports.

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Macros-
Macros in Access can be thought of as a simplified programming
language which we can use to add functionality to our database. For
example, we can attach a macro to a command button on a form so
that the macro runs whenever the button is clicked. Macros contain
actions that perform tasks, such as opening a report, running a query
or closing the database. Most database operations that we do
manually can be automated by using macros, so they can be great
time-saving devices.

Modules-
A module is a collection of declarations, statements and procedures
that are stored together as a unit. A module can be either a class
module or a standard module. Class modules are attached to forms
or reports and usually contain procedures that are specific to the
form or report they're attached to. Standard modules contain
general procedures that aren't associated with any other object.
Standard modules are listed under Modules in the Navigation Pane,
whereas class modules are not.

CREATING DATABASE
The primary step involved in creating any application is to set up a
database file. There are various methods of creating a database.
The user could either start with creating a database from the
scratch or create a database using the database wizard having
predefined objects.

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1) Create a database using a template:-

a) If we have a database open, click File and then click
Close Database to display the Getting Started with MS
Office Access page.
b) Several featured templates are displayed in the middle of
the Getting Started with MS-Office Access page and
more become available when we click the links in the
Sample Templates pane.
c) Click the template we want to use. For example - Let us
choose Event Template.
d) Access suggests a file name for our database in the File
Name box - we can change the file name, if we want. To
save the database in a different folder from the one
displayed below the file name box, click Browse to the
folder in which we want to save it and then click OK.
e) Click Create (or Download for an Office Online
template). Access creates or downloads the database and
then opens it. A form is displayed in which we can begin
entering data. If our template contains sample data, we
can delete each record by clicking the record selector
(the shaded box or bar just to the left of the record)
and then click Home >> Records >> Delete.
f) To begin entering data, click in the first empty cell on the
form and begin typing .Use the Navigation Pane to
browse for other forms we might want to use.

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2) Create a database using a template:-

If we are not interested in using a template, we can create a
database by building our own tables, forms, reports and other
database objects. In most cases, this usually involves one or both
of the following:

Entering, pasting or importing data into the table that is created

when we create a new database and then repeating the process
with new tables that we create by using the Table command on the
Create tab.

Importing data from other sources and creating new tables in the
process.

3) Create a blank database:-

a) On the Getting Started with MS Office Access page, under
New Blank Database, click Blank Database,
b) In the Blank Database pane, type a file name in the File Name
box. If we do not supply a file name extension, Access adds it
for us. To change the location of the file from the default,
click Browse for a location to put for our database, (next to
the File name box), browse to the new location and then click
OK.
c) Click Create, Access creates the database with an empty table
named Table1 and then opens Table1 in Datasheet view. The
cursor is paces in the first empty cell in the Click to Add
column.
d) Begin typing to add data or data can be pasted from another
source.

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Topic 1:- TABLES

A Table is a database object used to contain data about a particular
subject, such as employees or products. Each record in a table
contains information about one item, such as a particular employee.
A record is made up of fields, such as name, address and telephone
number. A record is also commonly called a Row and a field is
referred as a Column.

A database can contain many tables, each storing information about

a different subject. Each table can contain many fields of different
types, including text, numbers, dates and pictures.

1) Table and Field Properties

Tables and fields have properties that one can set to
control their characteristics or behavior.
(i) Table property: In an Access database, table properties are
attributes of a table that affect the appearance or behavior
of the table as a whole. A table opens in Design view and its
properties are set in the table's property sheet. For example,
one can set a table's Default View property to specify how the
table is displayed by default.
(ii) Field property: A field property defines one of the field's
characteristics or an aspect of the field's behavior and
applies to a particular field in a table through Datasheet view.
One can also set any field property in Design view by using the
Field Properties pane.

Datasheet view: In Datasheet view, we can enter data immediately

and let Access build the table structure behind the scenes. Field
names are assigned numerically (Field1, Field2 and so on…) and

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Access automatically sets each field's data type, based on the data
we enter. In this, we can edit fields, add and delete data and search
for data.

2) Data Types

Every field has to be assigned a data type which indicates the kind
of data that the field stores, such as large amounts of text or
attached files. A data type is a field property, but it differs from
other field properties as follows:

 We set a field's data type in the table design grid, not in the
Field Properties pane.
 A field's data type determines what other properties the field
has.

The Data Type property can be set only in the upper portion of table
Design view.

3) Table Relationships

Although each table stores data about a different subject, tables in

a database usually store data about subjects that are related to
each other.

Because we store data about different subjects in separate tables,

we need some way to tie the data together so that we can easily
combine related data from those separate tables. To connect the
data stored in different tables, relationships are created. A
relationship is a logical connection between two tables that specifies
fields that the tables have in common.

Keys: Fields that are part of a table relationship are called keys. A
key usually consists of one field, but may consist of more than one

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field. There are two kinds of keys:

i. Primary key: A table can have only one primary key which
consists of one or more fields that uniquely identify each
record that is stored in the table. Often, there is a unique
identification number, such as an ID number or a code, that
serves as a primary key.

ii. Foreign key: A foreign key contains values that correspond to

values in the primary key of another table. A table can also
have one or more foreign keys. For example, we might have an
Orders table in which each order has a customer ID number
that corresponds to a record in a Customers table. The
customer ID field is a foreign key of the Orders table. The
correspondence of values between key fields forms the basis
of a table relationship. We use a table relationship to combine
data from related tables. For example, suppose that Employee
and Salary are two database tables. In each Employee and
Salary table, each record is identified by the primary key
field, Employee Id.

Keeping data separated in related tables produces the

following benefits:

 Consistency
 Efficiency
 Comprehensibility

4) Introduction to navigation plane

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When a new or existing database is opened in Office Access

2010, the objects in our database - the tables, forms, reports,
queries, macros and so on - appear in the Navigation Pane. Our
tables reside in a group called Tables, forms in a group called
Forms and so on. Figure shows the groups in the Object Type
category The Navigation Pane appears by default when a database
in Office Access 2010. For example, if a data is to be entered
into a new table row, the task can be performed from the
Navigation Pane. Prevent the Navigation Pane from appearing by
default
i. Click the File and then click Access Options. The Access
Options dialog box appears.
ii. Click Current Database and, under Navigation, select or clear
the Display Navigation Pane check box. By default, this option
is selected. Fig. depicts the same Set global options for the
Navigation Pane Several global options in the Navigation Pane
can be set or changed according to the user's requirements.
The following Table 2.1.2 lists the options and describes how to
use them.

Option

Show Hidden Objects

Show System objects

Single click open

Double click open

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5) Database design
A properly designed database provides us with the access to up-
to-date, accurate information. Certain principles that guide the
database design are as follows:
i. The first principle is that duplicate information (redundant
information) is bad, as it wastes space and increases the
likelihood of error and inconsistencies.
ii. The second principle is that the correctness and completeness
of information is important. If our database contains incorrect
information, any reports that pull information from the
database will also contain incorrect information.

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QUERY
The user can create a query in MS-Access in either of the following
two ways:

 Choose the Query Wizard provided by Microsoft Access for

the ease of user to build a query.
 Create own queries from scratch using query design.

GENERAL STEPS TO CREATE A QUERY:-

 Choose the tables or queries as sources of data.
 Specify the fields that the user wishes to include from the
data sources.
 Optionally, specify criteria to limit the records that the query
returns.
 Run the query to see the results.

CREATING SELECT QUERY USING QUERY

WIZARD:-
Query wizard may be used by a user to automatically create a simple
query. Although, the query wizard provides less control in handling a
query but surely, query once created using query wizard can always
be modified using design view.

Before, running the query wizard, the user must ensure that all
relationships are created before hand in case the query is created
using two or more tables.

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Steps:-

1. On the Create tab, in the Queries group, click Query Wizard,

as shown in Fig

2. In the New Query dialog box, click Simple Query Wizard and
then click OK, as shown in

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For each field, the user depending upon the requirement may
perform the following two steps:-

 Under Tables/Queries, click the table or query that contains

the field.
 Under Available Fields, double-click the field to add it to the
Selected Fields list.

3. When the user has added all the desired fields, he / she may
click next and may see.

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This case study is showing how a FORM can be created with the help
of MS ACCESS Microsoft Access provides the Form Option which
helps us to create forms of our own choice in an easy manner. A
form can easily be created by using the form wizard.

I have prepared my case study by preparing a form to enter the

basic details of the student. I have created my form using the form
wizard of Ms Access the following steps provide an illustration of
how to create our forms:

 Go to create tab >>FORMS >> SELECT FORM WIZARD

 Select the table and respective fields

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 Select the layout from the following-

Columnar
Tabular
Datasheet
Justified

 Select the style

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 Click on finish or modify the form.

Simple form

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MICROSOFT-EXCEL
2010

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INTRODUCTION

M
icrosoft excel 2010 is a spread sheet software. Excel allows
multiple sheets, so a spread sheet could be split over several
pages, say one for input, one page for calculations, and another for
output. This collection of pages is known as a Workbook. By default,
a workbook opens with three worksheets and it can contain a
maximum of 255 worksheets.

In addition to powerful calculations, Excel is also able to produce a

wide range of high quality charts to make presentation of data more
effective. The Excel 2010 worksheet contains 1,048,576 rows
and 16,384 columns.

Each intersection of a row and a column forms a cell, in which the

user can store data.

i. Row number:-
Identifies a horizontal row worksheet. It appears on the left border
of the worksheet.

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ii. Column letters

Identifies a vertical column in the worksheet. It appears on the top
border of the worksheet. Columns are lettered A-Z, then AA-AZ,
then BA-BZ, and so on to 16,384th column.

iii. Active Cell

In an Excel 2010 worksheet, the active cell can be identified with
the black outline. Data is always entered into the active cell.

iv. Formula Bar

Located above the worksheet, this area displays the constant value
or formula used in the active cell. It can also be used for entering or
editing data and formulas.

v. Name Box
Located at the left of the formula bar, the Name Box displays the
cell reference or the name of the active cell.

vi. Sheet Tab

Displays the names of the worksheets. Switching between
worksheets is done by clicking on the sheet tab at the bottom of the
screen.

vii. Quick Access Toolbar

This customizable tool bar allows user to add frequently used
commands.

viii. Ribbon
The Ribbon is the strip of buttons and icons located above the work
area in Excel 2010. In Ribbon, commands are organized in logical
groups, which are collected together under tabs.

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WHAT IF ANALYSIS
What-if analysis has powerful Excel tools that allow us to see what
the desired result of the financial model would be under different
circumstances. It allows us to select two variables or assumptions, in
the model and to see how a desired output, such as earnings per
share or profit would change based on the new assumptions. It
includes, Goal seek, Scenario manager and data table. It gives us
lots of flexibility to when it comes to analysis and presentation of
data.

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Scenarios and Data Tables take sets of input values and determine
possible results. A data table works only with one or two variables,
but it can accept many different values for those variables. A
scenario can have multiple variables, but it can accommodate only up
to 32 values. Goal Seek works differently from scenarios and data
tables in that it takes a result and determines possible input values
that produce that result.

GOAL SEEK:-
The Goal Seek feature in Excel 2010 is a what-if analysis tool that
enables us to find the input values needed to achieve a goal or
objective.
We can think of Goal Seek as opposite of formulas. Formulas tell us
what is the output of some inputs connected with an equation. Goal
seek tells us what inputs we need to give in order to get certain
output.
Goal Seek requires following Information:-
 Set cell – The output cell.
 To value – the target value of the output cell.
 By changing cell - The cell that should change.

Two important criteria for using Goal seek –

 The set cell must contain a formula.
 By changing cell should never contain a formula.

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Take an example of calculation of EMI

Loan amount Rs. 20, 00,000.

ROI Annual 12%

Term 240 Months

Targeted EMI of 21000 pm.

a) Go to a Goal Seek under What-if Analysis under Data Tools in

Data Ribbon

b) Activate Goal Seek Dialog Box.

c) The “Set cell” must always contain a formula or a function, in this
case set it to cell B7.
d) Under “To Value” enter 21000 which is the target EMI.
e) Then finally click or tab to the “By changing cell”, which must
contain a value only and select cell that we wish to change in this
case Cell B2 which has amount of loan.
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f) Click OK.
g) The Goal Seek solution in cell B2 is 19,07,207.74.

SCENARIO MANAGER:-
When preparing a budget, the Marketing and Finance departments
may have different forecasts for sales. We can store each forecast
as a Scenario, print them separately or compare them side-by-side.
We can use Excel Scenarios to store several versions of the data in
a worksheet.

The key to creating the various scenarios for a table is to identify

the various cells in the data whose values can vary in each scenario.
We then select these cells (known as changing cells) in the
worksheet before we open the Scenario Manager Dialog box. We can
use the Scenario Manager to perform sensitivity analysis by varying
as many as 32 input cells.

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We are creating a sheet containing details of purchase & payment.

We have a case where rate of interest is different here we want to
create a case where interest amount is minimum.

We can create scenarios using Scenario Manager:-

a) Go to a Scenario Manager under What-if Analysis under Data

Tools in Data Ribbon

b) The Scenario Manager Dialogue box appears.

c) To create a scenario, click the Add button.
d) An Add Scenario dialog box appears.
e) Type the name of the scenario (Mr. A, in this example) in the

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Scenario Name text box, specify the Changing Cells (if they
weren’t previously selected) and click OK.
f) Excel displays the Scenario Values dialog box.
g) Enter the values for each of the changing cells in the text
boxes. In this example, we would enter the 0.05

h) Click the Add button.

i) Excel redisplays the Add Scenario dialog box.
j) Repeat Steps 5 through 7 to enter the other scenarios 10.
When we finish entering values for the final scenario, click OK
instead of Add.
k) To have Excel plug the changing values from any scenario into
the table, click the scenario name in the Scenarios list box and
then click Show.

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l) We can also create a summary by clicking Summary on

Scenario Manager Dialog Box.
m) A scenario summary dialog box would appear, by specifying the
result cells, a summary report can be created.

NESTED IF
An IF formula, containing more than one IF statement is called a
nested IF formula. When we need to have more than one condition
and more than two possible outcomes a NESTED IF is required.

This is based on the same principle as normal if statement but

involves “Nesting” a secondary formula inside the main one. The
secondary IF forms the false part of the main statement. “Nesting”
IF functions increase the flexibility of the function by increasing
the number of possible outcomes.

=IF (1st Logic test, 1st True Value, IF (2nd Logic Test, 2nd True
Value, False Value))

Excel allows up to a staggering 64 nested IF () statements in one

formula to create a complex IF THEN ELSE statement. However
care must be taken to ensure that correct number of parentheses is
added.

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We have 3 tax slabs for income tax using which we have to find tax
liability of 4 individuals.

We can use nested IF to find the same.

For calculating tax on income which is in cell B2, we use the

formula:-

=IF(B2<=250000,B2*$B$8,IF(B2<=500000,B2*$B$9,IF(B2<=10
00000,B2*$B$10,B2*$B$11)))

 The formula basically tells Excel:-

 If b2 is less than or equal to 250000 is true, Then multiply B2
with rate in B8
 Else go to second IF condition which is, If B2 is less than or
equal to 500000 is true. Then multiply B2 with rate in B9.
 Else go to third IF condition which is.
 If B2 is less than or equal to 100000 is true, Then multiply B2
with
 rate B10.
 Else multiply B2 with 30%

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 Then calculate tax on others income.

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