DP Tool Club 12/CD_ASCQ_12_0294.iso/vrac/pcfod541.zip/MANUAL.DOC

Text File | 1994-01-15 | 26KB | 594 lines

01/15/94           PC-FOOD Food Costing System Version 5.41
                   Copyright (c) 1988-1993, By Lee Schreck
                             All Rights Reserved.

PROGRAM DESCRIPTION:  (SEE REGISTRATION BENEFITS ON PAGE 8!)

     PC-FOOD is completely menu driven and very easy to learn and use.
Please read these brief instructions completely before beginning.

     PC-FOOD is designed to calculate food cost (materials) only.  It does
not consider other costs and expenses of business operation.  The program
will maintain two required selling prices for each menu item.  One is based
on a desired gross profit $ (GP$), and one is based on a desired gross
profit % (GP%).  Both calculations are also based on the food cost you have
defined.  Gross profit is defined here as selling price minus food cost.

     After you have set-up the program for your operation, you will no
longer need to guess or manually calculate food cost each time ingredient
costs change.  Just compare invoice prices with the inventory ingredient
printout, edit any prices that have changed, and the program will
instantly update all food costs.

DISK CONTENTS:

     Make a back-up of your distribution disk before continuing and store
it in a safe place.  The PC-FOOD distribution disk contains the following
files on the disk:
                       |-- PCFOOD.EXE    the program file
These files must       |   SCR1.CFG      contains licensed user name
remain on the same  ---|   SALESMIX.EXE  module for total food cost
drive\subdirectory     |-- LOCDTA.CFG    data drive\path definition file

                       |-- INV.DTA       inventory ingredient data file
These files must       |   RECIPE2.DTA   batch recipe data file
remain on the same  ---|   MENU2.DTA     menu item data file
drive\subdirectory     |   DEPART.DTA    menu item department name file
(and all .MIX files)   |   IDEPT.DTA     ingredient department name file
                       |-- SAMPLE.MIX    SALESMIX sample data file

These files may be     |-- MANUAL.DOC    this instruction file
deleted from your   ---|   MANUAL.BAT    batch file for printing this file
WORKING COPY. (NOT     |   REGISTER.DOC  registration form
DISTRIBUTION COPY)     |-- VENDOR.DOC    information for SHAREWARE Vendors

REQUIREMENTS\CAPACITIES:

    PC-FOOD can be run from one 360K floppy drive if your data files are
small.  With larger data files a larger capacity 3 1/2, 5 1/4, or hard
drive is recommended, or use one drive for program files and another for
data.  A data drive\path can be specified from the MAIN MENU of PC-FOOD
(see PROGRAM INSTALLATION below).

    Actual capacity is 998 records each of inventory ingredients, batch
recipes, and menu items, when sufficient disk space is available.  Storage
requirements for each file are as follows:

                      INV.DTA     =  73 bytes per record
                      RECIPE2.DTA = 152 bytes per record
                      MENU2.DTA   = 131 bytes per record
  (SALESMIX DATA)     *.MIX       =  31 bytes per line item in each file








                                                                     Page 2


PROGRAM INSTALLATION:

   HARD DRIVE INSTALLATION (recommended):

1) Make a subdirectory on your hard drive for PC-FOOD and all related files
   ( C:MD PC-FOOD ).

2) Copy all files from the distribution disk to your hard drive sub-
   directory.  ( Copy A: *.* C:\PC-FOOD ).

3) If a different drive and or subdirectory is desired for data files, then
   all files with the extensions ".DTA" and ".MIX" (SALESMIX files) must be
   together on that drive\subdirectory.  PC-FOOD and SALESMIX will be
   unable to locate their data files if data files are not located where
   defined, and calculation errors and or empty files will be observed.

   To define a data drive\path other than the current program drive\path,
   FIRST ESTABLISH THE SUBDIRECTORY AND OR INSERT A FORMATTED DISK IN THE
   DRIVE AND COPY YOUR DATA TO THAT LOCATION, then start PC-FOOD and
   choose "D" (drive\path) from the PC-FOOD MAIN MENU.  If the current
   drive\path is blank, data location is the default program drive\path.
   You may also explicity enter the current drive\path.  IF A PATH IS
   DEFINED AFTER THE DRIVE IDENTIFIER, END WITH A BACK SLASH "\".

4) PC-FOOD comes with sample data files.  If you are updating from an
   earlier version of PC-FOOD, DO NOT COPY the sample files over your
   current files or your data will be overwritten.  To start with all new
   data erase the following files from your WORKING COPY (not the
   distribution disk):

   Assuming you are at the "A:" prompt.       A:DEL INV.DTA
                                              A:DEL RECIPE2.DTA
                                              A:DEL MENU2.DTA

    The DEPART.DTA and IDEPT.DTA files can be erased, or you may simply
change the department names when you define a menu item or inventory
ingredient.


   FLOPPY DRIVE INSTALLATION:

1) See number 3 above for establishing a data drive\path if desired, or
   just insert your disk in the drive and no further installation is
   required.

4) See number 4 above regarding sample data files.


STARTING THE PROGRAM:

     If your computer does not have an automatic clock calander, be sure
that you set the date on system start up.  PC-FOOD uses the date in
several functions.  To start the program, enter "PCFOOD" at the DOS command
line.  SALESMIX may be run from the command line rather than from within
PC-FOOD by entering "SALESMIX".











                                                                     Page 3

PROGRAM OPERATION ERROR MESSAGES:

     If a % sign appears in any $ input field, you have overflowed the
display and must start from the beginning of that record as the program
will not correctly accept your input.

     If you receive a "Redo from start?" message, you have input a numeric
value in an alphabetic input area, or vice versa.  Type the correct input
and press <Enter> to continue (the display will be O.K. when you are done,
but verify for accuracy).


GENERAL DATA DEFINITION STEPS:

     To set-up PC-FOOD, begin with the definition of the INVENTORY
INGREDIENTS, then define your BATCH RECIPES and finally the MENU ITEMS.
Batch recipes are those that are not served as a single unit but instead
are sold by dividing into smaller units or are used in menu items.  Pizza
dough, sauces, cookies, hot dish, etc., are all batch recipes.  Menu items
are the final products that are sold (or served) as a single unit.  A bowl
of soup, an individual cookie, a sandwich, pizza, beverage, etc.


INVENTORY INGREDIENTS:

     Although additional ingredients can be added to the program at any
time, it is better to have them all entered before continuing.  You may
need an ingredient when you begin defining batch recipes and menu items
and will then have to go back and define it.

     Choose "INVENTORY INGREDIENT" from the main menu.  If there are no
inventory records defined, you will be taken directly to the new inventory
definition screen.  If inventory has already been entered (such as sample
data), the first record will be displayed and several choices will be
offered.  By choosing "N" (enter new item), you will be taken to the
definition screen.

     Follow the prompts on the screen to define a new record.  The idea is
to start with the normal unit you purchase, such as a case, and break it
down into the unit of measure used in your recipes and menu items.  Several
of the fields allow for either fast entry of common choices using numbered
choices or for user input of a description by pressing "E" and typing a
description.  The input format allows for flexibility in the way YOU buy
and use the item.  If any amount or price is entered as zero (0), it will
then be listed on the printout when "Print All Incomplete Records" is
chosen from the inventory printing menu.  This allows you to just press
<Enter> (to enter a 0) for a numeric field you are unsure of, save the
record, print out the listing of these records, find the correct amounts,
and then edit the records with the correct amounts.

     You have six user definable department names available for inventory.
Access this function through the "N" (new inventory item).  Department
names must match EXACTLY any previously defined inventory items, or the
previously defined item will not display or print.








                                                                    Page 4

     An accurate portion scale will be needed for some of your inventory
set-up.  One of the features of PC-FOOD is the ability to define the way
YOU use each ingredient.  Example:  Flour is purchased by the pound
(usually 50 or 100 lbs. at a time) but is used by the cup.  With a portion
scale you can calculate the conversion of cups per pound and enter it in
the program.  THIS CONVERSION WILL ONLY NEED TO BE DONE ONCE.  Accuracy is
important and up to you.

     Choices at the INVENTORY INGREDIENT display:

     "S"  Change the department that you wish to scroll.  If a department
          is chosen that does not contain any records and you try to
          scroll, the computer will beep and the department to scroll will
          change to "ALL".
     "F"  Find a record by number for fast editing of a specific record.
     "N"  Enter a new inventory ingredient record.
     "R"  Return to the MAIN MENU screen.
     "E"  Edit the currently displayed inventory ingredient.  When the
          price is changed and the record saved, the current date will be
          saved with the record.  When the record is saved, all edits will
          instantly change all MENU ITEMS and BATCH RECIPES using the
          ingredient.  Use the  "L" (list) command to display all uses,
          and the "price changes" print command from the MENU ITEM
          printing function, for a printout of all MENU ITEMS that now
          have a calculated required selling price that varies from the
          current selling price by more than 1/2 cent.
     "L"  List the MENU ITEMS that use this ingredient directly, and also
          the BATCH RECIPE uses of the ingredient with a list of the MENU
          ITEMS that use the BATCH RECIPE.
     "D"  Delete the currently displayed ingredient.  You will be asked to
          verify this choice and will not be allowed to delete an item
          needed in an existing MENU ITEM or BATCH RECIPE.


BATCH RECIPE:

     The BATCH RECIPE is used to "build" the recipes your establishment
uses that are not sold or served as a single unit.  These recipes are used
by the ounce, portion, piece, etc., in your MENU ITEMS in any quantity
that you desire.  Each BATCH RECIPE can contain up to 19 ingredients.

     Because you are defining a "cost recipe" and not a cooking recipe,
insignificant or low cost items such as water, salt, etc., can be excluded
from your recipes if you desire.

     As in the INVENTORY INGREDIENT section, you will either be taken
directly to the input screen or the display of a recipe, depending on
whether a recipe already exists in the file.  Enter a recipe name, choose
the inventory department to scroll from, scroll in your choice, hit the "+"
key to use the item, and enter a quantity.  The ingredients may also be
selected by pressing the "F" (Find) key and entering the ingredient number.
When your recipe is complete, hit the "D" key (for done selecting) and
follow the remaining screen prompts.









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     NOTE:  All calculated dollar amounts in the program are rounded for
display but are held in memory to seven decimal places.  Calculations are
performed using the actual numbers in memory so that rounding errors will
not become large when successive multiplications are performed.  Although
this results in an extremely accurate final result (such as the total
batch recipe cost), multiplications and additions may appear to be
slightly off if the displayed amounts are multiplied by other displayed
amounts, or a row of displayed amounts are summed manually.

     Choices at the BATCH RECIPE display:

     "D"  Delete the displayed recipe.  You will be asked to verify this
          choice and will not be allowed to delete a recipe needed in an
          existing MENU ITEM.
     "L"  List the MENU ITEMS that use this recipe.
     "E"  Edit the displayed recipe.  When the recipe is saved, all edits
          will instantly change all MENU ITEMS using the recipe.
     "N"  Enter a new BATCH RECIPE.
     "R"  Return to the MAIN MENU.
     "F"  Find a recipe by number.  Enter number 1001 as 1, 1002 as 2, etc.
     "P"  Page is used to toggle between the two screens used for each
          recipe.

MENU ITEM:

     The MENU ITEM is the actual finished product that you serve.
Building a MENU ITEM is almost identical to the procedure for a BATCH
RECIPE, except you may also choose from BATCH RECIPES.  Use the "F" key
choice to select from the INVENTORY INGREDIENTS or BATCH RECIPES file.
Each MENU ITEM can contain up to 12 ingredients (INVENTORY or BATCH
RECIPES).

     After entering the MENU ITEM name, you will be prompted for a
department to file this entry in.  The "S" key choice will allow you to
set up one or all six departments.  NOTE:  If a department name is
changed after a MENU ITEM has been previously saved under a now changed
department name, that MENU ITEM will only appear on screen while
scrolling with the "DEPT. TO SCROLL" set to "ALL".

     After you have completed your MENU ITEM, you will enter the current
selling price.  The gross profit and food cost % will be automatically
computed, and you will be asked for a desired gross profit $ and gross
profit %.  This feature permits the program to calculate the new required
selling prices discussed above (within 1 cent).  To input the current
gross profit $ and % as the desired gross profit $ and %, just press
<Enter> when you are prompted for these inputs.  The "E" (Edit) key will
allow editing of these fields after the MENU ITEM has been saved for the
first time.

     The selling price input is limited to $99.99.  You will be prompted if
you exceed limits.

     The desired gross profit $ (GP$) is displayed directly above the
related required selling price (req. price).  The desired gross profit %
(GP%) is displayed directly above the related required selling price.  The
same is true on the printed reports.







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     Choices at the MENU ITEM display:

     "S"  Selects the department to scroll for display.
     "E"  Edit the currently displayed MENU ITEM.  When the selling
          price is changed and the record saved, the date of the new price
          will be saved with the record.
     "N"  Enter a new MENU ITEM.
     "D"  Delete the displayed MENU ITEM.  You will be asked to verify
          this choice.
     "R"  Return to the MAIN MENU.


PRINTING:  *** ALL PRINTED REPORTS ARE SENT TO THE LPT1 PORT ***

     The printing function is completely menu driven.  The following
printing functions are available:

     INVENTORY INGREDIENTS by department (the six departments you have
            defined) or all departments at once, sorted by department.

     All Incomplete INVENTORY INGREDIENTS (use during set-up when you are
            unsure of a value and need to measure or look up the correct
            amount).

     Complete BATCH RECIPES (With or without page breaks, and all recipes
            will be printed in a format similar to the monitor display for
            BATCH RECIPES, or individual recipes can be printed by
            entering the recipe number).

     BATCH RECIPE Summary (all recipes will be printed, but in a condensed
             format with less detail).

     Complete MENU ITEMS by department (With or without page breaks).

     Complete Individual MENU ITEM.

     MENU ITEM Summary by department

     MENU ITEM Price changes (if either of the two required price
             calculations varies from the current selling price by more
             than 1/2 cent, the item will be printed.


SALESMIX.EXE

SALESMIX is accessed from the PC-FOOD Main Menu by selecting "S", or from
DOS by entering "SALESMIX".  SALESMIX will maintain one or more actual or
projected menu item sales combinations.  Each SALESMIX file is instantly
updated with currently defined PC-FOOD data each time changes are made in
the PC-FOOD data.  SALESMIX.EXE must be on the same drive\subdirectory as
the PCFOOD.EXE and the LOCDTA.CFG files.  SALESMIX will look for *.MIX and
PC-FOOD *.DTA files on the data drive\path defined from within PC-FOOD.  If
no drive\path is defined, the data location will be the same as the program.
If the LOCDTA.CFG file is not in the same location as the program, SALESMIX
will create it and the data location will be the program location.  If
SALESMIX cannot find all necessary *.DTA files, calculation errors will
result.







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     Choose "F" from the main menu of SALESMIX to define a new file or to
display or print an existing one.  A display of currently defined files
will be displayed, as well as the available disk storage space.  Normal
file naming conventions must be observed (eight characters with no blank
spaces between characters).  SALESMIX will automatically add the extension
.MIX to each file.

     Defining a new file is almost identical to defining a batch recipe in
PC-FOOD.  All functions are displayed on screen.  As in defining a PC-FOOD
MENU ITEM or BATCH RECIPE, use the arrow keys to scroll in desired choices.
An edit function is not available for a defined SALESMIX file at this time.

     If a MENU ITEM is included in a SALESMIX file and is subsequently
deleted from the PC-FOOD MENU2.DTA file, or the name is changed, SALESMIX
will be unable to find it.  A message to that effect will be displayed
on the line previously occupied by that MENU ITEM, when the SALESMIX
file is displayed or printed.  Once used in a SALESMIX file, the MENU
ITEM must maintain the same name and MENU ITEM number.

-------------------------------------------------------------------------

DISCLAIMER - AGREEMENT:

     By using the PC-FOOD system, users acknowledge acceptance of the
following user agreement and the disclaimer of warranty:

     PC-FOOD is designed to calculate food cost (materials) only.  It does
not consider other costs and expenses of business operation.  The user
must determine what gross profit is necessary for each item they define.
The author is not responsible for the user's interpretation or application
of PC-FOOD or the data defined by the user or generated by the program.

     THE USER IS RESPONSIBLE FOR TESTING THE PROGRAM WITH HIS/HER DATA.
SCHRECK SOFTWARE AND THE AUTHOR ARE MAKING THIS SOFTWARE AVAILABLE TO YOU
"AS IS" AND WITHOUT WARRANTY, EXPRESS OR IMPLIED, WITH REGARD TO THE
SOFTWARE.  ALL IMPLIED WARRANTIES, INCLUDING THE WARRANTIES OF
MERCHANTABILITY AND FITNESS FOR A PARTICULAR USE, ARE HEREBY EXCLUDED.  IN
NO EVENT WILL SCHRECK SOFTWARE OR THE AUTHOR BE LIABLE FOR ANY LOST PROFITS,
LOST SAVINGS, OR OTHER CONSEQUENTIAL, SPECIAL, OR INDIRECT DAMAGES.  IN
ANY EVENT, REFUND OF THE REGISTRATION FEE PAID TO SCHRECK SOFTWARE WILL BE
THE SOLE REMEDY ARISING OUT OF ANY LEGAL CLAIM.

     PC-FOOD is a "Shareware program" and is provided for a "try before
you buy" evaluation.  Feel free to share it with others, but please
do not give it away altered or as part of another system.  The essence of
"user-supported" software is to provide personal computer users with
quality software without high prices, and yet to provide incentive for
programmers to continue to develop new products.  If you find this program
useful and continue to use PC-FOOD after a 30 day trail period, you must
make a registration payment of $29.95 to SCHRECK SOFTWARE.  The $29.95
registration fee will LICENSE one copy for one installation for use on any
one computer at any one time.  Multi-site license arrangements may be made
by contacting SCHRECK SOFTWARE.  Continued unlicensed use is a violation of
federal copyright law.

     If you are a consultant, and wish to install PC-FOOD in your client
operations, you MUST register (license) each operation before installation.
Failure to do so is a copyright infringement.

            (disclaimer and user agreement continues on next page)





                                                                     Page 8

     Authorization to distribute PC-FOOD is automatically granted to (and
is generally limited to) distributors recognized by the Association of
Shareware Professionals (ASP) as adhering to its guidelines for shareware
distributors.  ASP distributors may immeditately begin offering evaluation
copies of PC-FOOD for a distribution fee not to exceed $7.  Others
interested in distributing PC-FOOD software (non-ASP members) must first
contact SCHRECK SOFTWARE for written permission to distribute PC-FOOD.

    COPIES OF PC-FOOD OBTAINED THROUGH SHAREWARE VENDORS ARE NOT LICENSED.
SHAREWARE VENDORS PROVIDE A SERVICE BY DISTRIBUTING EVALUATION COPIES FOR
A LOW FEE.  YOU MUST REGISTER WITH THE AUTHOR IF YOU CONTINUE TO USE THE
PROGRAM.
               (end of disclaimer and user agreement)
--------------------------------------------------------------------------
REGISTRATION BENEFITS:

1) You will receive a copy of the latest version of PC-FOOD.  5.41 may
   VERY WELL have been updated by the time you evaluate this copy!!
   As of this writing, version 5.5 is being programmed.  Version 5.5 will
   include a BACKGROUND COLOR option.  The SALESMIX program will be included
   within the PC-FOOD program file.  Other improvements.

2) YOU WILL RECEIVE THE EXPORT UTILITY.  THIS UTILITY WILL WRITE ALL
   INVENTORY INGREDIENT INFO TO A FILE READY FOR IMPORT TO YOUR DATA BASE
   OR SPREADSHEET.  MANY, MANY USES FOR THIS!! USE YOUR IMAGINATION.

3) Support directly from the author via phone, U.S. Mail, or CompuServe Mail,
   for a minimum of 180 days.  Phone calls will not be returned to locations
   outside of the continental U.S., so please either write or try calling
   again.  Other long distance calls will be returned, but will be limitied
   to one per registration with a maximum 15 minute duration.  THE PREFERED
   METHOD IS TO WRITE, SO THAT I CAN SPEND MORE TIME ON YOUR REQUEST/QUESTION.
   Very few users have had questions.  For any questions BEFORE registering,
   please use the mail or CompuServe to ID 76467,2213.

4) Notification of any future significant updates, and the opportunity to
   order future shareware updates for a low $10.

6) A printed manual is included with your registration.

7) YOUR REGISTERED COPY WILL NOT DISPLAY THE SHAREWARE MESSAGE UPON PROGRAM
   STARTUP!


MESSAGE FROM THE ASP:

     This program is produced by a member of the Association of Shareware
Professionals (ASP).  ASP wants to make sure that the shareware principle
works for you.  If you are unable to resolve a shareware-related problem
with an ASP member by contacting the member directly, ASP may be able to
help.  The ASP Ombudsman can help you resolve a dispute or problem with an
ASP member, but does not provide technical support for members' products.
Please write to the ASP Ombudsman at 545 Grover Road, Muskegon MI
49442-9427, or send a CompuServe message via CompuServe mail to ASP
Ombudsman 70007,3536.  The OMB may also be contacted by FAX by sending to
the ASP FAX number: [phone].  When contacting the OMB please include
a telephone number and/or FAX if available.






                            REGISTRATION FORM

                          PC-FOOD  Version 5.41

                     (Includes SALESMIX Version 1.1)



How did you receive your copy of PC-FOOD? _______________________________

_________________________________________________________________________


What features do you like best? _________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

What would you like to see added or changed? ____________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________



           Ship to name: ____________________________

                         ____________________________

                Address: ____________________________

                         ____________________________

        Check disk size:  _____ 5 1/4"       _____ 3 1/2"

        Please include a $29.95 check or money order (U.S. funds)
    for each installation of PC-FOOD (list locations please).  Add
    $3.00 for outside U.S. orders to cover additional shipping.

                            Lee Schreck
                            Schreck Software
                            1420 Interlachen Circle
                            Woodbury, MN  55125


                   THANK YOU FOR SUPPORTING MY EFFORTS!