Copperbeech Motors

Stock, preparation costs, test drives, sales, finance, warranties and part-exchanges for a used car dealer.

Download 275 KB16 tables, 15 queries, 10 reports, 5 print templates and 10,554 invented records, dated back from 2026-10-22.

How the tables are related

A line runs from a field that points at another table's record to that table. Data Files keeps a record from pointing at one that is not there, and a query with both tables joins them by it.

Vehicles.Supplier points at Suppliers
Vehicle Features.Vehicle points at Vehicles
Preparation.Vehicle points at Vehicles
Test Drives.Vehicle points at Vehicles
Test Drives.Customer points at Customers
Test Drives.Staff points at Staff
Sales.Vehicle points at Vehicles
Sales.Customer points at Customers
Sales.Salesperson points at Staff
Sale Lines.Sale points at Sales
Finance Agreements.Sale points at Sales
Finance Agreements.Lender points at Lenders
Warranties.Sale points at Sales
Warranties.Plan points at Warranty Plans
Part Exchanges.Customer points at Customers
Part Exchanges.Valued By points at Staff
Part Exchanges.Sale points at Sales
Part Exchanges.Taken In points at Vehicles

Start Here

The guide to this database: the everyday tasks a step at a time, each step saying which table, form, query, report or print template to open. Open its report, Start Here, to read or print it. Delete the table when you no longer need it; nothing else uses it. (33 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Order	Whole number	The order the steps are read in.
Task	Short text, required	The everyday task the step belongs to.
Step	Whole number	The step's number within its task.
What To Do	Long text	What to open and what to do there.

Business

The business's own details, in one record. Every document it prints, an invoice, a receipt, a statement or a letter, takes its name, address and payment details from here, so they are changed in one place. (1 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required	The name printed at the top of every document.
Address	Short text	The street address.
City	Short text	The town or city.
Postcode	Short text	The postcode or ZIP code.
Country	Short text	The country.
Phone	Short text	The phone number customers call.
E-mail	Short text	The address customers write to.
Website	Short text	The website, if there is one.
Tax Number	Short text	The VAT or sales tax registration number, printed on invoices. The sample has a placeholder.
Company Number	Short text	The registered company number, where the business is a company. The sample has a placeholder.
Bank Details	Short text	Where customers pay by transfer: the bank, account name and number. The sample has a placeholder.
Payment Terms	Short text	The words printed under an invoice's total, such as "Payment within 30 days".
Tax Rate	Number	The usual rate of VAT or sales tax as a fraction: 0.2 is twenty percent. Lines may carry a rate of their own.
Currency	Short text	The currency the business trades in, as its three-letter code.
Document Footer	Long text	A line or two at the foot of every document: thanks, opening hours, returns policy.

Staff

The people who work at the dealer: sales, workshop, valeting and the office. (7 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
First Name	Short text	Their first name.
Last Name	Short text, required	Their family name.
Role	Short text	Their job, such as Sales Executive or Workshop Technician.
Phone	Short text	Their work phone.
E-mail	Short text	Their work e-mail address.
Started	Date	The day they joined.
Sells	Yes/No	Ticked for those who sell cars and take test drives, so they appear in the sales queries.

Suppliers

Where cars are bought: the auctions and the trade sellers. Part-exchanges come from customers and have no supplier. (5 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required	The auction or trade seller's name.
Kind	Short text	Auction or Trade.
Address	Short text	The street address.
City	Short text	The town or city.
Postcode	Short text	The postcode.
Phone	Short text	Their phone number.
E-mail	Short text	Where invoices and queries go.
Account No	Short text	Your account or buyer number with them.

Customers

Everyone who has test driven, bought or had a car valued, one record each. (1,527 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
First Name	Short text	Their first name.
Last Name	Short text, required	Their family name.
Address	Short text	The street address, printed on the invoice and agreement.
City	Short text	The town.
Postcode	Short text	The postcode.
Phone	Short text	The number to call them on.
E-mail	Short text	Their e-mail address.
Heard Of Us	Short text	How they found you: Website, Walk-in, Recommended or Returning customer.
Added	Date	The day they were first entered.
Marketing Consent	Yes/No	Ticked when they have agreed to hear about offers and warranty renewals.

Vehicles

Every car the dealer has bought, one record each, in stock or sold. (489 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Registration	Short text, required, unique	The number plate. Each is used once. The sample's begin ZZ, which is never issued.
Stock No	Short text, unique	Your own stock number, given in the order cars are bought: STK-1042.
Make	Short text	The maker. The sample's are invented.
Model	Short text	The model, engine and trim, as it is advertised.
Body	Short text	Hatchback, Estate, Saloon, SUV or MPV.
Year	Whole number	The year it was first registered.
First Registered	Date	The day it was first registered, from the registration document.
Colour	Short text	Its colour.
Fuel	Short text	Petrol, Diesel, Hybrid or Electric.
Transmission	Short text	Manual or Automatic.
Doors	Whole number	How many doors.
Mileage	Whole number	The mileage when it came in; for a sold car, when it left.
Owners	Whole number	How many keepers it has had before you.
Service History	Short text	Full, Part or None.
MOT Expiry	Date	When its MOT certificate runs out.
Keys	Whole number	How many keys came with it.
Source	Short text	Auction, Trade or Part-exchange.
Supplier	Points at Suppliers	The auction or trade seller it was bought from; empty for a part-exchange.
Bought On	Date	The day it was bought or taken in. Days in stock are counted from here.
Purchase Price	Currency	What was paid for it, or the allowance given for a part-exchange.
Buying Fee	Currency	The auction's buyer's fee, nought for other cars.
Prep Cost	Currency	What preparing it has cost: its jobs in Preparation added up. Add each job's cost here when you enter it; the query Preparation by vehicle checks the two agree.
First Asking Price	Currency	The price it first went on sale at.
Asking Price	Currency	The price on its window card now, lower than the first when it has been reduced.
VAT Qualifying	Yes/No	Ticked for a car bought with VAT shown (usually from a business or a lease company), sold with VAT shown. Others are sold under the margin scheme.
Status	Short text	In preparation, For sale, Reserved (a deposit taken) or Sold.
Notes	Long text	Anything worth remembering about it.

Vehicle Features

The features listed on a car's window card and advert, one record each. (2,993 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Vehicle	Points at Vehicles, required	The car.
Feature	Short text, required	One feature, such as Rear parking sensors.

Preparation

Every job done to get a car ready for sale, with what it cost. (1,422 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Vehicle	Points at Vehicles, required	The car the work was done on.
Done On	Date	The day it was done.
Kind	Short text	Valet, Service, MOT, Repair, Tyres or Bodywork.
Description	Short text	What was done.
Done By	Short text	In house, or the garage that did it.
Cost	Currency	What it cost, before any VAT you reclaim.

Test Drives

Every test drive, taken or booked, and how it ended. (1,569 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Vehicle	Points at Vehicles, required	The car driven.
Customer	Points at Customers, required	Who drove it.
Staff	Points at Staff	Who went out with them.
When	Date and time	The day and time.
Outcome	Short text	Booked (not taken yet), Bought, Thinking it over, Not for them or Bought elsewhere.
Notes	Short text	What the customer said, for the follow-up call.

Sales

Every car sold or reserved: the order, and the invoice when it is handed over. (471 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Order No	Short text, unique	The order's number, given when the deal is agreed: ORD-2026-0042.
Invoice No	Short text, unique	The invoice's number, given at handover in date order: INV-2026-0042. Empty while the car is reserved.
Vehicle	Points at Vehicles, required	The car sold.
Customer	Points at Customers, required	Who bought it.
Salesperson	Points at Staff	Who sold it.
Agreed On	Date	The day the deal was agreed and the deposit taken.
Handover	Date	The day the car is collected, or is to be.
Price	Currency	The agreed price of the car itself, after any discount.
Total	Currency	Everything on the sale: the car, the warranty and any extras, VAT included. The sale's lines add up to it.
VAT	Currency	The VAT within the total that the invoice shows: on the extras, and on the car itself only when it is VAT qualifying.
VAT Scheme	Short text	Margin scheme or VAT qualifying, printed on the invoice.
Part-Ex Allowance	Currency	What is allowed for the customer's car taken in part-exchange.
Deposit	Currency	The deposit paid when the deal was agreed.
Finance Amount	Currency	What the lender pays, when part is paid by finance.
Balance	Currency	What the customer pays at handover: the total less the part-exchange, the deposit and the finance.
Status	Short text	Reserved (agreed, not handed over), Completed or Cancelled.
Notes	Short text	Anything to remember, such as why a sale was cancelled and when the deposit went back.

Sale Lines

What is on each sale: the car, the warranty and any extras, each with its price. (1,112 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Sale	Points at Sales, required	The sale the line belongs to.
Line	Whole number	The order the lines print in: the car first.
Kind	Short text	Vehicle, Warranty or Extra.
Description	Short text	The words printed on the invoice.
Amount	Currency	Its price, VAT included.
Tax Rate	Number	The VAT within it, as a fraction: 0.2 for extras and a VAT-qualifying car, 0 for a margin-scheme car and for a warranty, which is exempt.

Lenders

The finance companies the dealer introduces customers to. The sample's are invented. (2 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required	The lender's name.
Address	Short text	Their address.
Phone	Short text	The dealer support line.
E-mail	Short text	Where proposals go.
Commission Rate	Number	What they pay the dealer, as a fraction of the amount financed: 0.04 is four percent.
Typical APR	Number	The rate they usually lend at, in percent.

Finance Agreements

Each sale paid partly by finance: the lender, the terms and the commission earned. (187 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Sale	Points at Sales, required	The sale it pays for.
Lender	Points at Lenders, required	The lender.
Reference	Short text	The lender's reference for the proposal.
Kind	Short text	Hire purchase, or Personal contract purchase with a final payment.
Amount Financed	Currency	What the lender pays the dealer.
Term Months	Whole number	How many monthly payments.
APR	Number	The rate, in percent.
Monthly Payment	Currency	What the customer pays each month.
Final Payment	Currency	The optional last payment of a personal contract purchase; nought for hire purchase.
Commission	Currency	What the lender pays the dealer for the introduction.
Status	Short text	Approved (car not handed over yet), Paid out or Cancelled.
Paid Out On	Date	The day the lender paid the dealer.

Warranty Plans

The warranties offered: three months included with every car, and longer plans to buy. (4 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required, unique	The plan's name. Each is used once.
Months	Whole number	How long it lasts.
Claim Limit	Currency	The most paid on any one claim.
Price	Currency	What the customer pays; nought for the one included.
Cost	Currency	What the dealer pays the administrator for it.
Administered By	Short text	Who handles claims. The sample's administrator is invented.
Cover	Long text	What it covers, in words, printed on the certificate.

Warranties

The warranty each car left with, and when it runs out. (448 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Certificate No	Short text, unique	The certificate's number, given at handover: WAR-2026-0042.
Sale	Points at Sales, required	The sale it came with.
Plan	Points at Warranty Plans, required	The plan.
Starts	Date	The day it starts, the handover.
Ends	Date	The day it runs out.
Mileage at Start	Whole number	The mileage at handover.
Price	Currency	What the customer paid for it.
Cost	Currency	What it cost the dealer.

Part Exchanges

Every valuation of a customer's car, taken in or not. (284 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Number	Short text, unique	The valuation's number, printed on the letter: PX-2026-0042.
Customer	Points at Customers, required	Whose car it is.
Valued By	Points at Staff	Who valued it.
Valued On	Date	The day it was looked at.
Registration	Short text	Its number plate.
Make	Short text	Its maker.
Model	Short text	Its model.
Year	Whole number	The year it was first registered.
Mileage	Whole number	The mileage when valued.
Colour	Short text	Its colour.
Fuel	Short text	Its fuel.
Condition	Short text	Good, Fair or Poor, as it was found.
Notes	Short text	What was noted on the inspection, printed in the letter.
Guide Value	Currency	What the trade price guide gives for it.
Offered	Currency	The allowance offered.
Valid Until	Date	The last day the offer stands.
Outcome	Short text	Open, Accepted, Declined, Expired or Withdrawn.
Sale	Points at Sales	The sale it was part-exchanged against, when it was.
Taken In	Points at Vehicles	Its record in Vehicles once it has come into stock.

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