Data Files samples / Shop

Larkspur Corner Store

Products, the till and its receipts, VAT, stock, supplier orders, deliveries, loyalty customers and running costs for a neighbourhood shop.

Download 1.1 MB14 tables, 15 queries, 9 reports, 2 print templates and 88,556 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.

Products.Category points at Categories
Products.Supplier points at Suppliers
Sales.Staff points at Staff
Sales.Customer points at Customers
Sale Lines.Sale points at Sales
Sale Lines.Product points at Products
Supplier Orders.Supplier points at Suppliers
Supplier Orders.Staff points at Staff
Supplier Order Lines.Order points at Supplier Orders
Supplier Order Lines.Product points at Products
Deliveries.Supplier points at Suppliers
Deliveries.Order points at Supplier Orders
Delivery Lines.Delivery points at Deliveries
Delivery Lines.Product points at Products

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. (27 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.

Suppliers

The wholesalers and producers the shop buys from. (6 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 supplier's name.
Contact	Short text	The person you deal with there.
Address	Short text	The supplier's street address, printed on your orders.
City	Short text	The town or city.
Postcode	Short text	The postcode.
Phone	Short text	Their phone number.
E-mail	Short text	Where orders and queries go.
Account Number	Short text	The shop's account number with the supplier, quoted on every order.
Delivers On	Short text	The days the supplier comes, so you know when an order will arrive.

Products

Everything on the shelves, one record per line you sell. (41 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.
Barcode	Short text, unique	The number on the pack the till scans. Each barcode is used once.
Name	Short text, required	The product as it shows on the till and the receipt.
Category	Points at Categories	The section it belongs to.
Supplier	Points at Suppliers	Who you buy it from.
VAT Code	Short text	The letter the receipt prints beside the line: S for the standard rate, Z for zero-rated food and papers, E for exempt (stamps), O for outside the scope of VAT (phone top-ups).
Tax Rate	Number	The VAT rate as a fraction: 0.2 for the standard rate, 0 for everything else. The till copies it to each sale line.
Cost Price	Currency	What one costs you to buy, before VAT.
Sale Price	Currency	What one sells for, with VAT included, as it is on the shelf label.
In Stock	Whole number	How many are on the shelf and in the back now.
Reorder Level	Whole number	When stock falls to this number or below, it goes on the shopping list.
Active	Yes/No	Untick a product you no longer sell; it stays in the old sales.

Staff

The people who work the till. (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.
First Name	Short text	Their first name, printed on the receipts they ring up.
Last Name	Short text, required	Their family name.
Role	Short text	Owner, shop assistant or weekend assistant.
Phone	Short text	A number to reach them.
Started	Date	The day they started.

Customers

Regulars who signed up for the loyalty card. (60 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.
Phone	Short text	Their mobile number.
E-mail	Short text	For offers, if they asked for them.
Joined	Date	The day they signed up.
Points	Whole number	Loyalty points earned: one for each whole amount spent.

Sales

Each time the till is rung up: one record per receipt, with the totals the receipt prints. (21,581 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 receipt number, given in time order and once only: RCP-2026-01234, a new run each year.
When	Date and time	The date and time of the sale.
Staff	Points at Staff	Who was on the till.
Customer	Points at Customers	The loyalty customer, when they showed their card.
Payment	Short text	Card, Cash or Mobile.
Total	Currency	What the customer paid, VAT included.
VAT	Currency	The VAT inside the total: each line's VAT rounded to the penny, then added up.
Standard Rated	Currency	The part of the total, VAT included, for goods at the standard rate. The rest is zero-rated or exempt.
Saved	Currency	What the customer saved on discounted lines.
Tendered	Currency	For a cash sale, the cash handed over; empty for card and mobile.
Change	Currency	For a cash sale, the change given back.
Points Earned	Whole number	The loyalty points this sale earned; empty when no card was shown.
Refunded	Yes/No	Ticked when the whole sale was refunded; refunded sales are left out of the takings.

Sale Lines

The items on each receipt. (56,691 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 receipt the line belongs to.
Product	Points at Products, required	What was sold.
Quantity	Whole number	How many.
Unit Price	Currency	The price of one at the time, VAT included, kept so a later price change does not alter old sales.
Discount	Number	Any discount, as a fraction: 0.1 is ten percent off.
Tax Rate	Number	The VAT rate of the line, copied from the product when it was sold.

Supplier Orders

The orders the shop sends its suppliers, one record each, made from the shopping list the evening before the supplier's delivery day. (856 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 order's number, given in date order and once only: ORD-2026-0042, a new run each year.
Supplier	Points at Suppliers, required	Who the order goes to.
Staff	Points at Staff	Who sent it.
Ordered On	Date	The day it was sent.
Delivery Due	Date	The day the goods should come.
Status	Short text	Sent (not delivered yet), Delivered, Part delivered (some lines did not come) or Not delivered.

Supplier Order Lines

The products on each supplier order. (4,191 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	Points at Supplier Orders, required	The order the line belongs to.
Product	Points at Products, required	What was ordered.
Quantity	Whole number	How many.
Unit Cost	Currency	What one costs from this supplier, before VAT.

Deliveries

Each delivery from a supplier, with its invoice. (854 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.
Supplier	Points at Suppliers, required	Who delivered.
Order	Points at Supplier Orders	The order it answers.
Received	Date	The day it came.
Invoice Number	Short text	The number on the supplier's invoice.
Paid	Yes/No	Ticked once the invoice is paid.

Delivery Lines

What came in each delivery. (4,168 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.
Delivery	Points at Deliveries, required	The delivery the line belongs to.
Product	Points at Products, required	What came.
Quantity	Whole number	How many.
Unit Cost	Currency	What one cost on this invoice.

Expenses

What the shop costs to run, other than the goods it sells. (67 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.
Date	Date	The day it was paid.
Kind	Short text	Rent, Wages, Utilities, Card fees, Insurance, Phone and internet or Repairs.
Description	Short text	What it was for.
Amount	Currency	How much.

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