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.
The everyday tasks of Larkspur Corner Store, 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. Ring up a sale and print its receipt
- Open the Sales form and press New. Type the next receipt number in Number (look at the last one in the Sales table: RCP-2026-01234 is followed by RCP-2026-01235), and the date and time in When.
- Choose who is on the till in Staff and, if the customer shows a loyalty card, choose them in Customer. Choose Card, Cash or Mobile in Payment.
- In the Sale Lines below, choose each Product, type the Quantity and the Unit Price from the shelf label, and copy the product's Tax Rate (0.2 or 0).
- Run the query Receipt totals and find the sale. Type its Total, VAT, Standard Rated and Saved into the sale. For cash, type what was handed over in Tendered and the difference in Change.
- Open the print template Sale receipt from Print templates, choose the sale, and press Print, or press Print on the Sales form to print the sale on screen.
2. Cash up at closing time
- Run the query Today's takings. It shows the takings by Card, Cash and Mobile, with refunds left out.
- Count the cash drawer and set it against the Cash line, less the float you started with. Set the Card and Mobile lines against the card terminal's end-of-day slip.
- If a sale was refunded, open it in the Sales form and tick Refunded, then run Today's takings again.
3. Order from the shopping list
- The evening before a supplier comes, open the report Shopping list. It lists, on a page for each supplier, what is at or below its reorder level.
- Open the Supplier Orders form and press New. Type the next number in Number (ORD-2026-0042 is followed by ORD-2026-0043), choose the Supplier, and type today in Ordered On and the delivery day in Delivery Due. Status stays Sent.
- In the Supplier Order Lines below, choose each product from the shopping list and type how many to order and the Unit Cost.
- Open the print template Supplier order, choose the order, and press Save as PDF to e-mail it, or Print to hand it to the driver.
4. Take in a delivery
- When the goods come, open the Deliveries form and press New. Choose the Supplier and the Order it answers, type the day in Received and the number on the supplier's invoice in Invoice Number.
- In the Delivery Lines below, enter each product that came, how many, and the Unit Cost on the invoice.
- Add what came to each product's In Stock in the Products form, and set the order's Status in Supplier Orders to Delivered, or Part delivered if something was short.
- When you pay the invoice, tick Paid on the delivery. The report Deliveries to pay lists what is still owed.
5. Do the month end
- On the last day of the month, open the Expenses form and enter the rent, wages, power, card fees and anything else paid, one record each.
- Open the report Takings by month and the report Running costs to set the month's takings against its costs.
- Open the report Profit by category to see which sections earned most after VAT and the cost of the goods.
- For the VAT return, open the report VAT on sales and take the VAT for the months of the quarter. The VAT you paid on what you bought is on your suppliers' invoices.
6. Count the stock
- Print the report Stock take sheet. It lists every product by section with its barcode and what the database thinks is in stock.
- Count the shelves and the back room and write the real number beside each line.
- Open the Products form and type the counted numbers into In Stock where they differ.