Data Files samples / Garage and MOT centre

Quarrybank Motors

Customers, vehicles, bookings, job cards, MOT tests, services, reminders, parts and invoices for an independent garage.

Download 408 KB19 tables, 17 queries, 10 reports, 5 print templates and 19,175 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.

Customers.Account points at Accounts
Parts.Supplier points at Suppliers
Vehicles.Customer points at Customers
Bookings.Vehicle points at Vehicles
Job Cards.Vehicle points at Vehicles
Job Cards.Booking points at Bookings
Job Cards.Technician points at Staff
Part Orders.Supplier points at Suppliers
Part Orders.Part points at Parts
Part Orders.Job Card points at Job Cards
Job Lines.Job Card points at Job Cards
Job Lines.Invoice points at Invoices
Job Lines.Technician points at Staff
Job Lines.Part points at Parts
MOT Tests.Vehicle points at Vehicles
MOT Tests.Job Card points at Job Cards
MOT Tests.Tester points at Staff
MOT Tests.Retest Of points at MOT Tests
MOT Items.MOT Test points at MOT Tests
Services.Vehicle points at Vehicles
Services.Job Card points at Job Cards
Reminders.Vehicle points at Vehicles
Estimates.Vehicle points at Vehicles
Estimates.Job Card points at Job Cards
Estimate Lines.Estimate points at Estimates
Invoices.Job Card points at Job Cards
Invoices.Account points at Accounts

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. (31 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.

Accounts

The businesses with a trade account: their vehicles are invoiced to the account, and the account pays within its payment days. (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 business's name, printed on its invoices and statement. Each name is used once.
Contact	Short text	The person who looks after the vehicles there, printed on the statement.
Phone	Short text	The business's main number.
E-mail	Short text	Where invoices and statements are sent.
Address	Short text	The street address.
City	Short text	The town or city.
Postcode	Short text	The postcode.
Payment Days	Whole number	How many days after the invoice date payment is due: 30 means thirty days.
Credit Limit	Currency	The most the account may owe at once.
Opened	Date	The day the account was opened.

Customers

The people whose vehicles the garage looks after. A fleet manager or driver at a business on a trade account is linked to that account; everyone else pays when they collect. (838 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	First name.
Last Name	Short text, required	Family name. Needed for every customer.
Account	Points at Accounts	The trade account the customer's vehicles are invoiced to. Empty for private customers.
Phone	Short text	The number the desk rings when the car is ready or a part is needed.
E-mail	Short text	Where invoices and reminders go, when the customer gave one.
Address	Short text	The postal address, used for reminder letters.
City	Short text	The town or city.
Postcode	Short text	The postcode.
Remind By	Short text	How the customer wants their MOT and service reminders: Letter, E-mail, Text message, or None for someone who would rather not have them.
Joined	Date	The day the customer first came in.

Staff

The people at the garage: the workshop manager, the technicians and the service advisor. (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.
First Name	Short text	First name.
Last Name	Short text, required	Family name.
Role	Short text	Workshop Manager, Technician or Service Advisor.
MOT Tester	Yes/No	Yes for someone who may carry out MOT tests at this centre.
Phone	Short text	Work mobile.
E-mail	Short text	Work e-mail address.
Started	Date	The day they joined.
Active	Yes/No	No once someone has left, so they stop appearing in lists of who can take a job.

Suppliers

The motor factors and wholesalers parts come from. (3 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 at their counter the garage deals with.
Phone	Short text	Their trade counter number.
E-mail	Short text	Where orders are sent.
Supplies	Short text	What the garage buys from them.
Deliveries	Short text	How often they deliver, such as twice a day.
Our Account	Short text	The garage's account reference with them (an invented reference here).

Parts

Every part and fluid the garage fits, whether kept on the shelf or ordered in for a job. (26 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	The garage's own code for the part, printed on the job card.
Name	Short text, required	What the part is, in plain words, as the invoice prints it.
Category	Short text	Service parts, Brakes, Suspension and steering, Exhaust, Tyres, Electrical, Engine, Clutch or Fluids.
Supplier	Points at Suppliers	Who it is usually bought from.
Unit	Short text	How it is counted: each, pair, set or litre.
Cost	Currency	What one unit costs the garage, without VAT.
Price	Currency	What one unit is charged at, without VAT.
In Stock	Whole number	How many are on the shelf now.
Reorder Level	Whole number	When stock falls to this number it is ordered again.
Reorder Quantity	Whole number	How many to order at a time.
Stocked	Yes/No	Yes for parts kept on the shelf. No for parts ordered in for each job, such as clutch kits.
Bin	Short text	Where it is kept in the stores.

Vehicles

One record for each vehicle the garage looks after, known by its registration, with when its MOT and service fall due. Its job cards, MOT tests and services are its history. (946 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. In this sample every one is invented, with a Q among the last three letters.
Customer	Points at Customers, required	Who the vehicle belongs to, or who runs it for a trade account.
Make	Short text	The maker (invented makes in this sample).
Model	Short text	The model.
Body	Short text	Hatchback, Estate, SUV, Saloon or Van.
Fuel	Short text	Petrol, Diesel, Hybrid or Electric.
Year	Whole number	The year it was first registered.
Colour	Short text	Its colour, which helps find it in the yard.
Tyre Size	Short text	The size of its tyres, so the right ones are ordered.
Mileage	Whole number	The mileage when it last came in.
MOT Due	Date	The day its MOT certificate runs out. A test passed up to a month early keeps this date and adds a year.
Service Due	Date	The day its next yearly service is due.
Notes	Long text	Anything worth knowing: a locking wheel nut in the glovebox, a customer who wants the old parts back.

Bookings

The diary: each vehicle booked in, the day and time and what for. A booking becomes a job card when the vehicle arrives. (2,047 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 vehicle booked in.
Date	Date, required	The day it is booked for.
Time	Short text	The time it is due in, such as 08:30.
Work	Short text	What it is booked in for: MOT, Service, MOT and service, or a repair in a few words.
Booked On	Date	The day the booking was made.
Status	Short text	Booked, Arrived, Done, Cancelled or No show.
Courtesy Car	Yes/No	Yes when the customer needs the courtesy car that day.
Notes	Short text	Anything the desk needs to know, such as how the booking came about.

Job Cards

One record for each visit: the work asked for, the technician, and, in Job Lines, the labour and parts. The Job card print template prints from it for the workshop. (1,878 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 job card number, in the order cards are opened, a new run each year: JC-2026-0042.
Vehicle	Points at Vehicles, required	The vehicle worked on.
Booking	Points at Bookings	The booking it came from. Empty for a vehicle that came in without one.
Technician	Points at Staff	Who the job is given to.
Opened	Date	The day the vehicle arrived and the card was opened.
Mileage In	Whole number	The mileage when it arrived, printed on the invoice.
Work Requested	Short text	What the customer asked for, in their words.
Status	Short text	Open, Awaiting parts, Awaiting authority (extra work found and the customer not yet asked) or Invoiced.
Closed	Date	The day the work was finished and invoiced. Empty while the job is open.
Notes	Long text	What the technician found, and any call to the customer about extra work.

Part Orders

Parts ordered from suppliers: stock for the shelf each Monday, or a part for one job when the shelf has none. (521 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 the order went to.
Part	Points at Parts, required	The part ordered.
Job Card	Points at Job Cards	The job the part is for, when it was ordered for one. Empty for shelf stock.
Quantity	Whole number	How many.
Unit Cost	Currency	The price paid for each, without VAT.
Ordered On	Date	The day it was ordered.
Expected	Date	The day it should arrive.
Received On	Date	The day it arrived. Empty while it is on its way.
Status	Short text	On order or Received.

Job Lines

The labour, parts and MOT fee on each job card, without VAT. When the job is invoiced, each line points at the invoice, and they are its lines. (6,079 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.
Job Card	Points at Job Cards, required	The job card the line belongs to.
Invoice	Points at Invoices	The invoice the line is on. Empty until the job is invoiced.
Technician	Points at Staff	Who did the work, on a labour or MOT line; it is what the technician hours are counted from.
Part	Points at Parts	The part fitted, on a part line.
Kind	Short text	Labour, Part or MOT.
Description	Short text	What the line is, as the invoice prints it.
Quantity	Number	For labour, the hours (1.5 is an hour and a half); for parts, how many, or the litres of oil.
Unit Price	Currency	The price of one hour or one part, without VAT.
Unit Cost	Currency	What one part cost the garage, kept so the margin does not change when prices do.
Tax Rate	Number	The VAT rate of the line, as a fraction: 0.2 is twenty percent, 0 for the MOT fee.
Done On	Date	The day the work was done or the part fitted.

MOT Tests

Every MOT test carried out, with its result. A failed test is followed by a retest once the failures are put right. (931 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.
Test Number	Short text, unique	The test's own number, in a sample format of the garage's own: MT-2026-00042. A real centre records the national test number here.
Vehicle	Points at Vehicles, required	The vehicle tested.
Job Card	Points at Job Cards	The job card the test was done on.
Tester	Points at Staff	Who carried out the test.
Test Date	Date	The day of the test.
Mileage	Whole number	The mileage read at the test.
Result	Short text	Pass or Fail.
Expires	Date	For a pass, the day the new certificate runs out.
Retest Of	Points at MOT Tests	For a retest, the failed test it follows.
Fee	Currency	What the test was charged at: nothing for a retest within ten working days.

MOT Items

The failures and advisories found at each MOT test. (1,086 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.
MOT Test	Points at MOT Tests, required	The test the item was found at.
Kind	Short text	Fail (it must be put right before the vehicle passes) or Advisory (it will need doing soon).
Item	Short text	What the tester found, in plain words.
Fixed	Yes/No	Yes once the garage has put it right.
Fixed On	Date	The day it was put right.

Services

Each service carried out: its kind, the mileage and when the next is due. Together with the job cards it is the vehicle's service history. (668 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 vehicle serviced.
Job Card	Points at Job Cards	The job card it was done on.
Service Date	Date	The day of the service.
Kind	Short text	Interim service, Full service or Electric vehicle service.
Mileage	Whole number	The mileage at the service.
Next Due	Date	When the next service is due: a year on.
Next Due Mileage	Whole number	Or at this mileage, whichever comes first.

Reminders

The reminders the garage sends four weeks before an MOT or service is due, and those ready to send. The Reminder letter print template prints from it. (1,644 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 vehicle the reminder is about.
Kind	Short text	MOT, service, or MOT and service when both fall due together.
Due	Date	The day the MOT or service is due.
Method	Short text	Letter, E-mail or Text message, from the customer's Remind By.
Sent On	Date	The day it was sent. Empty for a reminder not yet sent.
Booked	Yes/No	Yes once the customer has booked in.

Estimates

Written estimates for repairs, given before the work is booked. The Estimate print template prints from it. (167 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 estimate's number, in date order, a new run each year: EST-2026-0042.
Vehicle	Points at Vehicles, required	The vehicle, and through it the customer.
Estimate Date	Date	The day it was given.
Valid Until	Date	The last day the price holds: thirty days on.
Work	Short text	The work in a few words.
Net	Currency	The parts and labour without VAT.
Tax	Currency	The VAT, each line's rounded to the penny and added up.
Total	Currency	The estimated total with VAT.
Answer	Short text	Accepted or Declined; empty while the customer is thinking about it.
Answered On	Date	The day the customer answered.
Job Card	Points at Job Cards	The job card the work was done on, once accepted and booked in.

Estimate Lines

The labour and parts on each estimate. (424 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.
Estimate	Points at Estimates, required	The estimate the line belongs to.
Kind	Short text	Labour or Part.
Description	Short text	The work or the part.
Quantity	Number	Hours of labour, or how many parts.
Unit Price	Currency	The price of one hour or one part, without VAT.
Tax Rate	Number	The VAT rate, as a fraction.

Invoices

An invoice for every job card when the work is done. Private customers pay when they collect; trade accounts pay within their payment days. (1,876 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, a new run each year: INV-2026-0042.
Job Card	Points at Job Cards, required	The job invoiced; its lines are the invoice's lines.
Account	Points at Accounts	The trade account billed. Empty for a private customer.
Invoice Date	Date	The day it was raised, the day the work was finished. It is the tax point for VAT.
Due Date	Date	When payment is due: on collection for private customers, or the account's payment days on.
Net	Currency	The parts, labour and fees without VAT.
Tax	Currency	The VAT: each line's rounded to the penny, then added up, as the invoice prints it.
Total	Currency	What the invoice comes to with VAT.
Paid On	Date	The day it was paid; empty while it is owed.
Method	Short text	Card, Cash or Bank transfer.

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