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Granite and Grain Woodworks

Materials, bills of materials, work orders, makers' hours, quotes, orders, deliveries and VAT invoices for a small furniture workshop.

Download 230 KB19 tables, 19 queries, 11 reports, 6 print templates and 13,876 invented records, dated back from 2026-10-22.

The everyday tasks of Granite and Grain Woodworks, a step at a time. Each step names the table, form, query, report or print template to open. Inside the database, the Start Here report holds the same steps. Every table has a form of the same name under Forms.

1. Quote for a made-to-order piece

  1. Open the Customers form. If the customer is new, press New and type their Name, Kind (Public or Designer), address, phone and e-mail.
  2. Open the Quotes form and press New. Choose the customer in Customer, type the Quote Date and a Valid Until thirty days on, set Status to Sent and write what they asked for in Notes.
  3. In Quote Lines, add each product with its Quantity, Unit Price from the product, any trade Discount, and the Tax Rate 0.2.
  4. Work out Net, VAT and Total on the quote as the lines add up (the Quote print template shows the figures), and type them in.
  5. Open Print templates, choose Quote, pick the quote and press Print or Save as PDF. Send it to the customer.

2. Turn an accepted quote into an order and plan the work

  1. Open the Sales Orders form and press New. Choose the customer, type the Order Date and the Delivery Due you agreed, and copy the quote's Notes.
  2. In Sales Lines, add the same products, quantities, prices, discount and tax rate as the quote.
  3. Open the quote in the Quotes form, set Status to Accepted and choose the new order in Sales Order.
  4. Open the Work Orders form and press New for each made-to-order line: the Product, the Quantity, the Maker, the Sales Order, the Planned Start and Due Date, Standard Hours and the Instructions. Set Status to Planned.
  5. Add the job's materials in Work Order Materials, one record per line of the product's bill of materials (the Costed bill of materials query lists them), with Needed set to the quantity times the bill. Add the same amounts to Allocated on each material.
  6. Open Print templates, choose Works order, pick the work order and press Print. Give the sheet to the maker.

3. Run the workshop week

  1. On Monday open the Production plan report: each maker's open work orders in the order they start.
  2. When a maker starts a job, open it in the Work Orders form, type Started and set Status to In progress. Take its materials from stock: lower In Stock and Allocated on each material, and add a Used record in Material Movements with the work order's number as Reference.
  3. Each evening the makers add their hours in the Time Sheets form: Maker, Work Order, Worked On and Hours.
  4. When a job is done, type Finished, set Status to Done, add one Made record per job in Stock Movements, and raise In Stock on the product.
  5. On Friday open Maker hours, last 4 weeks to see who has time, and Work order costs to compare hours booked with standard hours.

4. Order timber and fittings

  1. On Monday and Thursday open the Reorder list report and the Shortages for buying report.
  2. Open the Material Purchases form and press New. Type the next Number (PO-2026-0043 after PO-2026-0042), choose the Supplier, type Ordered On and Expected, and set Status to Ordered.
  3. In Purchase Lines, add each material with its Quantity and Unit Cost. Raise On Order on each material by the quantity.
  4. Open Print templates, choose Purchase order, pick it and press Print or Save as PDF to send to the supplier.
  5. When the delivery comes, type Received On, set Status to Received, add a Received record in Material Movements for each line, and move the quantities from On Order to In Stock.

5. Deliver an order and invoice it

  1. Open the Delivery schedule report to see what goes out in the next two weeks.
  2. The day before, open Print templates, choose Delivery note, pick the order and press Print. It goes in the van; the customer signs one copy.
  3. On the day, open the order in the Sales Orders form. Type Delivered On, set Status to Delivered, type the next Invoice No, the Invoice Date, Net, VAT, Invoice Amount and Invoice Due (the delivery day plus the customer's Payment Days).
  4. Add a Delivered record in Stock Movements for each line and lower In Stock on each product.
  5. Open Print templates, choose Invoice, pick the order and press Print or Save as PDF. E-mail it to the customer.

6. Take a payment and send statements

  1. When money comes in, open the order in the Sales Orders form and type Paid On.
  2. At the start of each month open the Invoices due report: every unpaid invoice by customer, with days overdue.
  3. Open Print templates, choose Statement, choose the trade customers who owe something and press Print or Save as PDF. Send each its statement.
  4. Ring anyone more than a fortnight overdue. The Unpaid invoices query shows the oldest first.

7. Chase quotes and see how many are won

  1. On Friday open the Quotes to chase report: quotes still waiting, with the days left on each.
  2. Ring the customer. If they say yes, take the order as above; if no, open the quote in the Quotes form and set Status to Declined.
  3. A quote past its Valid Until with no answer is set to Expired.
  4. At the end of the month open the Quote results by month query to see how many quotes became work.

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