Data Files samples / Wholesale and trading

Northbank Trading

Customers, suppliers, products, orders, purchase orders, stock and invoices for a wholesaler.

Download 122 KB13 tables, 11 queries, 6 reports, 4 print templates and 5,945 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.

Contacts.Company points at Companies
Orders.Customer points at Companies
Orders.Employee points at Employees
Orders.Shipper points at Companies
Order Lines.Order points at Orders
Order Lines.Product points at Products
Order Lines.Invoice points at Invoices
Products.Category points at Categories
Products.Supplier points at Companies
Purchase Orders.Supplier points at Companies
Purchase Orders.Employee points at Employees
Purchase Lines.Purchase Order points at Purchase Orders
Purchase Lines.Product points at Products
Stock Movements.Product points at Products
Invoices.Order points at Orders
Invoices.Customer points at Companies

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. (28 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.

Companies

Every business you deal with: customers, suppliers and the carriers who deliver for you. (63 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 company's name.
Kind	Short text	Customer, Supplier or Shipper.
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 main phone number.
E-mail	Short text	Where orders or invoices go.
Payment Days	Whole number	How many days after the invoice payment is due: 30 means thirty days.
Credit Limit	Currency	The most a customer may owe at once.
Notes	Long text	Anything worth remembering about the company.

Contacts

The people at each company. (84 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.
Company	Points at Companies, required	The company they work for.
First Name	Short text	Their first name.
Last Name	Short text, required	Their family name.
Job Title	Short text	Their job, such as Buyer or Account Manager.
E-mail	Short text	Their e-mail address.
Phone	Short text	Their phone number.

Employees

Your own staff: sales, buying, the warehouse and accounts. (9 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.
Job Title	Short text	Their job.
E-mail	Short text	Their work e-mail address.
Phone	Short text	Their work phone number.
Hired	Date	The day they joined.

Orders

Customers' orders, one record each. (637 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.
Customer	Points at Companies, required	Who ordered.
Employee	Points at Employees	The sales person who took it.
Order Date	Date	The day it was placed.
Required Date	Date	When the customer needs it.
Shipped Date	Date	The day it left the warehouse; empty until then.
Shipper	Points at Companies	The carrier taking it.
Shipping Fee	Currency	What the customer pays for delivery.
Status	Short text	New (not shipped yet), Shipped, Closed (shipped and paid) or Cancelled.
Notes	Long text	Delivery instructions or anything else.

Order Lines

The products on each order. (1,887 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 Orders, required	The order the line belongs to.
Product	Points at Products, required	What was ordered.
Quantity	Whole number	How many units.
Unit Price	Currency	The price of one unit on this order, kept so a later price change does not alter it.
Discount	Number	The discount as a fraction: 0.05 is five percent.
Tax Rate	Number	The VAT rate of the line, taken from its product's group when the order was taken.
Invoice	Points at Invoices	The invoice the line went on, once the order shipped and was invoiced.

Products

What you sell, one record for each line in the catalogue. (55 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.
Code	Short text, unique	Your own product code. Each code is used once.
Name	Short text, required	The product as it appears on the catalogue and invoices.
Category	Points at Categories	The group it is sold in.
Supplier	Points at Companies	Who you buy it from.
Unit	Short text	How it is sold, such as a 10 kg sack or a box of 100.
Cost Price	Currency	What one unit costs you.
List Price	Currency	What one unit sells for before any discount.
Units in Stock	Whole number	How many units are in the warehouse now.
Reorder Level	Whole number	When stock falls to this level, the product is ordered again.
Reorder Quantity	Whole number	How many to order each time.
Discontinued	Yes/No	Ticked for a product you no longer sell; old orders keep it.

Purchase Orders

Orders you place with your suppliers. (209 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 purchase order's number, printed on it and quoted by the supplier: PO-2026-0042.
Supplier	Points at Companies, required	Who you ordered from.
Employee	Points at Employees	Who placed the order.
Ordered On	Date	The day it was sent.
Expected	Date	When the goods should arrive.
Received On	Date	The day they arrived; empty until then.
Status	Short text	Submitted or Received.

Purchase Lines

The products on each purchase order. (271 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.
Purchase Order	Points at Purchase Orders, required	The purchase order the line belongs to.
Product	Points at Products, required	What was ordered.
Quantity	Whole number	How many units.
Unit Cost	Currency	What one unit costs on this order.

Stock Movements

Every change to stock: goods received, goods sold and corrections from a stock count. Added up, they give what is on the shelf. (2,083 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.
Product	Points at Products, required	The product that moved.
When	Date	The day it moved.
Kind	Short text	Received, Sold or Adjusted.
Quantity	Whole number	How many: above nought coming in, below nought going out.
Reference	Short text	The order or purchase order it came from, or Stock count.

Invoices

An invoice for each shipped order. (610 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 invoice's number, given in date order and once only: INV-2026-0042, a new run each year.
Order	Points at Orders, required	The order invoiced.
Customer	Points at Companies	Who the invoice is to: the order's customer, kept here so a statement can list a customer's invoices.
Invoice Date	Date	The day it was raised, the day the order shipped.
Due Date	Date	When payment is due, from the customer's payment days.
Net	Currency	The goods after discounts, and delivery, before VAT.
Tax	Currency	The VAT on the goods and the delivery.
Amount	Currency	What the invoice comes to: net and VAT together.
Paid On	Date	The day it was paid; empty while it is owed.

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