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Restaurant Cost Controls
Inventory, Purchases
& Accounts Payable
User Manual
First Step Software
Restaurant & Institutional
Food Service Specialists
H.C.77 Box 3200 Lowman,ID 83637 208-259-3861
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
TABLE OF CONTENTS
INTRODUCTION: __________________________________
Overview of software ..................... 1
No Pain --- No Gain ...................... 1
Entry of information ..................... 2
Getting the information Back out ......... 3
SET UP OF MASTER FILE: _________________________
Code Numbers ............................. 4
Number range for Vendors ................. 5
Number range for Expense Groups .......... 6
Number range for Expense Categories ...... 6
Rules that apply ......................... 7
Training Mode to Normal Operation ........ 8
DATA FILES: ____________________________________
VENDOR FILE
Screen Formats ........................... 10
Cursor Movement <F1> ..................... 11
Lock Name Column <F2> .................... 13
Indexing Sequence <F3> ................... 13
The SEEK function ........................ 14
Add new Record <F5> ...................... 15
Print Options <F6> ....................... 16
EXPENSE ITEM FILE
Data Fields .............................. 17
Data Components .......................... 18
Group & Category Organization ............ 20
Location codes ........................... 21
PAYMENT HISTORY FILE ....................... 22
FILE SORTING & BACKUP ...................... 23
TRANSACTIONS: __________________________________
ADD NEW INVOICE
Invoice Header & Vendor Look up .......... 25
Payment Options .......................... 27
Expense Item Entry ....................... 28
Incremental Seek ......................... 28
Quantity & Purchase Price ................ 30
Entry Completion ......................... 32
EDIT INVOICE: ______________________________
Search Modes ............................. 33
Invoice Header ........................... 35
Expense Items ............................ 35
Add Expense Item ......................... 36
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
TABLE OF CONTENTS
PAY UNPAID INVOICES: ___________________________
Select Vendor ............................ 38
Select Invoices .......................... 40
Print Remittance & Checks ................ 42
ENTER PHYSICAL INVENTORY COUNT: _______________
Select Inventory ........................ 43
Category & Location ..................... 44
Completion of Entry ..................... 45
CREATE OR DELETE AN INVENTORY: ________________
Setting Dates ........................... 47
Totaling Purchases ...................... 48
Delete Inventory ........................ 48
PRINT INVENTORY FORM: _________________________
Include/Exclude Groups .................. 49
Category or Location .................... 50
Form and its uses ....................... 51
INVENTORY REPORT COMPLETE: ____________________
Selection and Print Options ............. 52
SPECIAL REPORTS: ______________________________
VENDOR HISTORY CARD
Payment History ......................... 53
Purchased Items ......................... 54
PURCHASE SUMMARY
One Expense Item ........................ 56
Category (Detail) ....................... 57
Category (Summary) ...................... 59
Entire File and Totals .................. 59
ACCOUNTS PAYABLE
Statement format ........................ 61
COST OF GOODS SOLD (P&L)
Opening and Closing Inventories ......... 62
Sales & Customer Counts ................. 63
Report & Totals ......................... 64
Write to Data File Option ............... 65
ERROR MESSAGES & PROBLEM SOLVING _____________
Stop The Program !! ..................... 69
Messages ................................ 70
COMMON COMPUTER TERMS & DOS COMMANDS ......... 72
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
OVERVIEW
____________________________________________
This software will NOT save you a dime, only good controls
can accomplish this.
This software provides a MANAGEMENT TOOL that will help you
control the following areas:
1. Inventory Levels, Location & Pricing
2. Purchasing Procedures
3. Cost of Food Sold
4. Cash Flow to Suppliers
5. Budgeted Profitability
The reports generated, will detail (in a way that you have
never seen before) just how your operation is functioning.
Through increased understanding, you can focus your ACTION
RESPONSE on those areas that need attention via Policies,
procedures and Direction.
Results of your ACTION RESPONSE is evident in the next period
reports.
Then ACTION RESPONSE corrects known problems; you are in
better CONTROL of circumstances that affect the margin of
profitability.
NO PAIN --- NO GAIN
___________________
This sofware requires some time and work on your part to
SET UP the data files prior to the daily operation.
Information must be inputted into the software data files about:
The VENDORS you buy from.
The way you want your EXPENSE CATEGORIES set up.
The NAMES and PACKAGE information about the products
and services that you normally purchase.
If you elect to use the printed check option, you
need to find computer checks that fit the format or
have us format the software to fit the checks you select.
I suggest that Management, Kitchen Supervisors and Clerical
personnel work on this SET UP project together. This time
consuming effort is not with out benefit to you and your
operation. Knowledge and increased understanding begins during
this process. There is a comforting aspect about this process:
"you only have to do it once".
Page 1
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
ENTRY OF INFORMATION
____________________
DAILY use of this software is primarily confined to inputting
information about the amount of product and service that you
have purchased. If you have played with the WORKBOOK/TUTORIAL,
you know that this information is inputted in an Invoice format.
The first question I get from any new user is:
"Do I have to input every item on every invoice ?"
My answer is "Yes ... for now"
With this system you only enter the information once.
Part of the understanding you gain from using this software
is finding out how inefficient your purchasing procedures
really are and you can't see this if you don't enter all the
data. After a period of time when you are more comfortable with
the software and the information gained from it; you can modify
the entry policy but my guess is that you will leave it as is.
I used this software in my own restaurant for three years.
There were months where I elected not to run detailed reports
and there were months when I was glad to have them.
The Accounts Payable function is working while you enter an
invoice. If you are paying on delivery or at a later date; all
this information is gathered and stored as well.
Input of Physical Inventory count is performed on your schedule.
You set your accounting periods and tell the software by
entering the opening and closing dates. This entry process is
as painless as we could make it.
Only the count is entered ... the software does the rest.
Page 2
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
GETTING THE INFORMATION BACK OUT
________________________________
Paying a VENDOR'S account weekly or monthly is almost to easy.
You set your payment policy; the software just keeps track of
what has been paid, how it was paid and when it was paid.
You select the vendors account and then select the invoices
to be paid. The software will print a check and remittance stub
for you or will record the manual check that you have written.
A form for recording PHYSICAL INVENTORY COUNT or SUPPLIER
PRICE QUOTES can be printed by CATEGORY or LOCATION.
UNPAID ACCOUNTS PAYABLE report can be run for one or all
vendors any time.
PURCHASING HISTORY is obtainable for any time span, by
Product/Service or by Vendor.
After both the opening and closing inventories and all
period purchases have been entered you can run the
COST OF GOODS SOLD report. Depending on how you set up
the software this can also be a complete PROFIT & LOSS SUMMARY.
Each report offers the operator choices on how it will be
produced: the dates, amount of detail, how it is sorted and
where it is written (screen, hard copy or disk file). The
operator's need for information changes and sometimes the
operation changes, therefore the need for flexibility.
Additional flexibility can also be obtained from the author
via custom alterations of the software.
Page 3
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
SET UP MASTER FILE
___________________
CODE NUMBERS .....
There are several reasons why we must assign code numbers
to Vendors and to Expense Items.
1. The program can find data a lot faster if that
data is assigned a number.
2. Different ranges of numbers have traditionally
been used in accounting to define Assets,
Liabilities, Equity, Sales and Expenses.
3. Operators of this program have told me that
they feel better when expense categories have a
range of numbers that can be identified.
Given the fact that numbers are essential as identifiers
we just have to deal with this in the easiest and most
efficient method possible. Therefore you are asked to
define a numbering system prior to using this program.
The sample data that you have been using to acquaint
yourself with the program is representative of a large
restaurant with a full bar and over 1000 expense items.
Aside from giving you data in which to experiment with;
this data should be helpful in providing you a frame of
reference to plan your own data file.
If you have not read the section of the manual on Expense
item file setup; it is helpful in completing SETUP.
ACCESS SETUP MENU from DATA FILES \ SORT & SETUP
═══════╕ RESTAURANT COST CONTROL & ACCOUNTS PAYABLE [vers. S-4.5]
╘══════╕ Copyright (c) 1991, All rights reserved.
╘══════ Contact Larry Larsen 208-376-4411 (USA) .
┌────────────────────────────────────────────────────────────────────────────┐
│░░░░░░░░░░░░░░░░░░░░ DATA FILES MAINTENANCE ░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░ INDEX FILES ░░░░░ BACKUP DATA FILES░░░░░SETUP MASTER FILE ░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
Page 4
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
AUTOMATIC CODE NUMBER GENERATION
AND
GROUP/CATEGORY ASSIGNMENT
The software automatically assigns code numbers to Vendors and
Expense Items at the time the operator adds them to the files.
This feature insures that there is no duplication of numbers.
1. VENDOR numbers.
2. GROUP CODE assignment.
3. EXPENSE ITEM categories.
4. Print listing for your records.
5. Select Training or Normal Operation.
0. Return to main menu.
RESTAURANT COST CONTROLS assigns the code numbers to Vendor and
Expense items as you add them to the file and utilizes the
range parameters to make the assignment. This function frees
the operator of the housekeeping chore of keeping tract of which
number was used last and assures that the accounting of purchases
is error free due to duplicate numbering. The program also
utilizes numbers that are discarded by deletion during the
course of operation by reassigning them when the maximum range
has been reached.
ESTABLISH NUMBER RANGE FOR VENDORS.
* BROWSE MODE *
VENDOR FILE CODE NUMBERS
Add - Edit - Delete
─────────────────────────────────────────────────────────────────────────────
Group name Start # End # Next #
═════════════════════════════════════════════════════════════════════════════
VENDOR FILE RANGE │ 1 │ 999 │ 152
│ 0 │ 0 │ 0
│ │ │
─────────────────────────────────────────────────────────────────────────────
<ESC>:Exit <Enter>:Edit <F1>:Cursor Help <Del>:Delete/Recall
The VENDOR code number is three characters long. Up to 999
numbers is available. The range is set as you see above.
You can change the numbers by pressing the <ENTER> key
(this permits the edit) make the change then press <ENTER> again.
NOTE (NEXT #) is the number to be assigned next.
Page 5
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
ESTABLISH NUMBER RANGE FOR EXPENSE GROUPS.
─────────────────────────────────────────────────────────────────────────────
Group name Group ID Start # End #
═════════════════════════════════════════════════════════════════════════════
GROUP ... BAR RELATED │B │ 1 │1000
GROUP ... FOOD RELATED │F │1001 │4000
GROUP ... CONTRL EXPENSE │C │5001 │6999
GROUP ... OTHER EXPENSE │O │7000 │7300
GROUP ... PAYROLL EXPENSE│P │8001 │9999
│ │ 0 │ 0
─────────────────────────────────────────────────────────────────────────────
<ESC>:Exit <Enter>:Edit <F1>:Cursor Help <Del>:Delete/Recall
Each GROUPS represents a major part of your Chart of Accounts
Expense Categories. You are asked to assign a one character
designation to each group (alpha or numeric) and to assign a
numbering range for each group. The first TWO GROUPS are
restricted to INVENTORY EXPENSES.
ESTABLISH NUMBER RANGE FOR EXPENSE CATEGORIES.
─────────────────────────────────────────────────────────────────────────────
Category name Category ID Start # End # Next #
═════════════════════════════════════════════════════════════════════════════
BAR - MIXES │BMIXES │ 651 │ 750 │ 676
BAR - OTHER │BOTHER │ 751 │1000 │ 790
BAR - GARNISH │BGARN │ 401 │ 500 │ 424
FOOD - BEVERAGES │FBEV │1001 │1200 │1029
FOOD - ENTREE POULTRY │FEPOLT │1201 │1400 │1225
FOOD - ENTREE RED MEATS │FEMEAT │1401 │1600 │1456
FOOD - ENTREE SEAFOOD │FESEA │1601 │1800 │1653
FOOD - ENTREE MISC. │FEMISC │1801 │2000 │1801
FOOD - BREADS │FBREAD │2001 │2300 │2075
FOOD - DAIRY │FDAIRY │2301 │2600 │2353
FOOD - SALAD/PRODUCE │FSALAD │2601 │2900 │2658
─────────────────────────────────────────────────────────────────────────────
<ESC>:Exit <Enter>:Edit <F1>:Cursor Help <Del>:Delete/Recall
NOTE: Category ID name must start with (alpha/numeric) character
assigned to its GROUP. Refer to Training data or manual for more
detailed information on naming of categories.
There are five columns here that concern you.
1. Descriptive ... ie.) "BAR - BEER". This is for your
information and should tell you that this category "BEER" is
part of the group "BAR".
Page 6
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
2. Category name: ie.) "BBEER" tells the program that this
category belongs to the Group "BAR" because its name starts
with "B".
3. The next two columns set the RANGE of numbers assigned to
the category. ie.) "BBEER" starts with 1 and ends with 200.
4. Column 5 stores the number to be assigned to the next BEER
added to the list.
RULES THAT APPLY:
1. If you think that you will never have more than 100 beers
on hand; assign 200 to the max. Give yourself room. Remember
you have 9999 numbers to work with.
2. DO NOT delete any of these records: If you do not want or
need all of these records just edit the fields with the space
bar and leave them blank.
3. If you are starting from scratch and building a new Expense
item file; enter the starting number for each category in the
"next number to be assigned" column.
SUGGESTIONS:
.... After giving some thought to your own operation, edit
this file accordingly and then do a printout. Start editing
or adding to your own Expense Item File using the printout as
your guide for selecting categories and filling in the data.
As you progress through this sometimes tedious job and find
that your original SETUP of the master file needs more work;
you can return to it and make adjustments.
.... Run a printout of the "Sample" Expense Item file (you
will use up a lot of paper) but it is worth it, because you
will learn a lot about organizing your own operation from
seeing another operation's list.
.... Solicit other members of your staff to help you set all
this up as there are other aspects to this organization
process than just accounting. If you organize it well you will
gain more in cost control comprehension; (later on) when the
reports start kicking out. .... Remember that this program
can give you a better understanding of just how all the parts
and pieces come together to make the whole. This enhanced
understanding of your operation is the key to long term cost
control.
Page 7
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
PRINT SETUP FILE TO THE PRINTER.
This makes a handy reference while designing your EXPENSE ITEM
FILE.
SWITCH FROM TRAINING MODE TO NORMAL OPERATION.
You accomplish this by telling the software where to look
for the proper set of data files.
NORMAL OPERATION DATA FILES reside in the directory called
INV along with the program files that run the software.
TRAINING / EVALUATION DATA FILES reside in a sub directory
of the directory INV called SAMPLES.
We tell the software where to look by entering a
DOS PATH NAME.
Example: To find the normal data files we would enter:
C:\INV\
To find the training data files we would enter:
C:\INV\SAMPLES\
When the PATH is set for the TRAINING DATA FILES you will
see in the main menu window the following message.
TRAINING MODE ***** TRAINING MODE ***** TRAINING MODE
If no such message appears you know that the software is
accessing the normal data files for your operation.
Page 8
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
TRAINING vs NORMAL OPERATION
Sample data files are used during Evaluation and Training
To access Sample files operator must enter the DOS PATH
PATH = Drive, Directory & Subdirectory {if used}
Installed path for training = C:\INV\SAMPLES\
Path for Normal operation = C:\INV\
Enter path: C:\INV\
These two modes of operation are useful for two reasons:
1. Provides realistic data for the operator to evaluate how
the software performs.
2. Employee turnover is a fact of life and the training mode
can provide practice for a new employee with out damaging
your day to day data.
Page 9
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
DATA FILES "Learning your way around"
_____________________________________
┌──────────────────────────────────────────────────────────────────────────────┐
│░░░Transactions░░░ Data Files ░░░ Inventory ░░░ Reports ░░░ User Help ░░░│
│──────────────────────────────────────────────────────────────────────────────│
│░░░░░░░░░░░░░░░░░┌─────────────┐░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░│Vendor Data │░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░│Expense Data │░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░│Payment Data │░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░│Sort & Setup │░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░│On/Off Color │░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░│User Help │░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░└─────────────┘░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░REGISTERED TO Larry Larsen .. CS-101 6/28/93░░░░░░░░░░░░░░░░│
│░░░░░░░Site Licenses, Networking code & Custom modification available.░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
└──────────────────────────────────────────────────────────────────────────────┘
The operator utilizes this section of the software to perform the
following functions:
1. ADD A NEW RECORD TO THE FILE.
2. EDIT EXISTING DATA STORED IN A FILE.
3. MARK A DATA RECORD FOR DELETION OR RECALL.
4. ERASE DATA RECORDS PREVIOUSLY MARKED FOR DELETION.
5. SEEK AND DISPLAY DATA STORED IN THESE FILES.
6. PRINT A HARD COPY OF DATA IN FILES.
7. SORT AND INDEX THE DATA STORED IN THE FILES.
8. BACKUP (COPY) A DATA FILE TO FLOPPY DISK.
SCREEN FORMAT FOR VENDOR, EXPENSE AND PAYMENT FILES:
After selecting one of these files a "BROWSE MODE" format appears
on the screen showing the names of each "FIELD" as part of the
header. Because most file "RECORDS" are larger than what will
fit across the screen the operator can pan across to the right
or left by using the right or left arrow keys. Because the screen
can only show fifteen records at a time the operator can pan up
and down with the Up arrow/Pg Up and the Dn arrow/Pg Dn keys.
Page 10
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
Each horizontal line is one record of the file.
Each vertical column is a "FIELD" (separate section of a record).
─────────────────────────────────────────────────────────────────────────────
Vendor
Company Name Code# Address City State
═════════════════════════════════════════════════════════════════════════════
A-1 RENTALS │ 29 │1931 W. WIS. AVE. │ORANGERINE │US
ANOTHER DISTRIB. │ 79 │5007 N. KENT AVE. │BIG CITY │US
BASE ONE CLUB │135 │PO BOX 464 │ORANGERINE │US
BERT MERCHANDISING │ 30 │PO BOX 145447 │CINCINNATI │US
BEVERAGE SERVICE CORP │ 73 │PO BOX 1034 │THAT CITY │US
BIG CITY STUFF │ 21 │PO BOX 04009 │BIG CITY │US
BIG WHOLESALE │ 4 │PO BOX 998 │LITTLE CITY │US
BON APPETIT BOOKS │ 98 │P.O. BOX 1747 │DANBURY │US
BONDED │111 │124 E.WISCONSIN AVE │OVER THERE │US
BULLETIN THE │ 86 │681 N.PERKINS STREET│ORANGERINE │US
BUYER GUIDE THE │128 │BOX 609/600 INDUST. │OVER THERE │US
CABLEVISION OF NOWHERE │ 92 │ │ │US
CELLULAR ONE │112 │P.O. BOX 64168 │ST. PAUL │US
CHEST FOODS │ 36 │DRAWER 322 │BIG CITY │US
CITY OF ORANGERINE │ 9 │200 N. APPLETON ST. │ORANGERINE │US
─────────────────────────────────────────────────────────────────────────────
<ESC>:Exit <Enter>:Edit field <F1>:Cursor Help <F2>:Column Lock/Unlock
<F3>:Select Index <F4>:Pack & Reindex <F5>:Add record <Del>:Del/Recall
Index: Vendor name Seek : <F6>:Print/options
In a short time the CURSOR MOVEMENT KEYS and the FUNCTION KEYS
will be familiar to you but if you are unsure press <F1> for HELP.
When climbing into a new automobile none of us know where every
switch and knob is located so we check the manual ... the same is
true here. The help screens appear below.
Vendor
Company Name Code# Address City State
═════════════════════════════════════════════════════════════════════════════
A-1 RENT╔══════════════════════════════════════════════════════════╗ │US
ANOTHER ║ CURSOR MOVEMENTS : ║ │US
BASE ONE║UP & DN arrow ..............move one line same column ║ │US
BERT MER║LEFT & RIGHT arrow ..........one column left or right ║ │US
BEVERAGE║Ctrl-LEFT & RIGHT arrow ........pan screen one column ║ │US
BIG CITY║HOME .................Left most current screen column ║ │US
BIG WHOL║END ................Right most current screen column ║ │US
BON APPE║Ctrl-HOME ...........................Left most column ║ │US
BONDED ║Ctrl-END ..........................Right most column ║ │US
BULLETIN║PgUp ................................ Previous screen ║ │US
BUYER GU║PgDn .................................... Next screen ║ │US
CABLEVIS║Ctrl-PgUp & -PgDn....First or last row current column ║ │US
CELLULAR║Esc & Enter ............ Terminates add/edit function ║ │US
CITY OF ╚══════════════════════════════════════════════════════════╝ │US
Page 11
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
╔══════════════════════════════════════════════════════════╗
║FIND/SEEK RECORDS : ║
║SELECT <F3> to change controlling index key (lower left ║
║screen). ║
║Determine if index is numeric or alpha. ║
║ENTER code number if numeric / name if alpha. ║
║SEEK is Incremental - after each character is entered a ║
║seek is performed; ║
║if this character is not found an error message appears ║
║(press any key to continue). ║
║Add characters until you find the record. ║
╚══════════════════════════════════════════════════════════╝
╔══════════════════════════════════════════════════════════╗
║IF you add too many characters; press <BACKSPACE> to ║
║erase character and ║
║the seek will continue on remaining characters. ║
║EDIT/CHANGE DATA IN RECORD : ║
║Move cursor to record and field you wish to edit. ║
║Press <ENTER> to start edit. ║
║Type changes to field data. ║
║Press <ENTER> to save changes. ║
║DELETE/RECALL RECORD : ║
║Move cursor to record you wish to delete. ║
║Press <Del> key. Top left screen shows *DELETED* ║
╚══════════════════════════════════════════════════════════╝
╔══════════════════════════════════════════════════════════╗
║If record has been deleted in error. Press <Del> key ║
║again to RECALL ║
║record. ║
║PACK/REINDEX FILE : ║
║Press <F4> key if you have deleted a record and you want ║
║it removed ║
║permanently from file. This may take a few minutes if ║
║your file is long. ║
║ADD NEW RECORD: ║
║Press <F5> to add a record. A prompt appears in upper ║
╚══════════════════════════════════════════════════════════╝
╔══════════════════════════════════════════════════════════╗
║left screen "Add a ║
║Record (Y/N)" Selecting "Y" starts the process. ║
║ Adding a Vendor: assigns a new code number and you ║
║move accross the screen and edit each field (see edit). ║
║ Adding an Expense Item: is more complex so a special ║
║screen appears to accept data input ║
║ (follow the instructions). ║
║PRINT/OPTIONS: ║
║Press <F6> to view and select the options available to ║
║the operator for ║
╚══════════════════════════════════════════════════════════╝
Page 12
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
Pressing <right arrow> key moves cursor one column to the right.
Vendor
Company Name Code# Address City State
═════════════════════════════════════════════════════════════════════════════
A-1 RENTALS │ 29 │1931 W. WIS. AVE. │ORANGERINE │US
ANOTHER DISTRIB. │ 79 │5007 N. KENT AVE. │BIG CITY │US
BASE ONE CLUB │135 │PO BOX 464 │ORANGERINE │US
BERT MERCHANDISING │ 30 │PO BOX 145447 │CINCINNATI │US
BEVERAGE SERVICE CORP │ 73 │PO BOX 1034 │THAT CITY │US
BIG CITY STUFF │ 21 │PO BOX 04009 │BIG CITY │US
BIG WHOLESALE │ 4 │PO BOX 998 │LITTLE CITY │US
BON APPETIT BOOKS │ 98 │P.O. BOX 1747 │DANBURY │US
BONDED │111 │124 E.WISCONSIN AVE │OVER THERE │US
BULLETIN THE │ 86 │681 N.PERKINS STREET│ORANGERINE │US
BUYER GUIDE THE │128 │BOX 609/600 INDUST. │OVER THERE │US
─────────────────────────────────────────────────────────────────────────────
When moving RIGHT beyond the screen boundary; it is a good idea to
LOCK THE NAME COLUMN. PRESS <F2> Note "Name Column Now Locked".
Name Column Now Locked Vendor Data File
─────────────────────────────────────────────────────────────────────────────
Company Name State Zip code Phone Contact name Label
═════════════════════════════════════════════════════════════════════════════
A-1 RENTALS │US │99999- │ -342-2234│ │F
ANOTHER DISTRIB. │US │99999- │339-999-9999│ │F
BASE ONE CLUB │US │99999- │999-999-9999│ │F
BERT MERCHANDISING │US │99999- │999-999-9999│ │F
BEVERAGE SERVICE CORP │US │99999- │999-999-9999│ │F
BIG CITY STUFF │US │99999- │999-999-9999│ │F
BIG WHOLESALE │US │99999- │999-999-9999│ │F
BUYER GUIDE THE │US │99999- │999-999-9999│ │F
─────────────────────────────────────────────────────────────────────────────
Below is an illustration of the: <F3>:SELECT INDEXING SEQUENCE
═════════════════════════════════════════════════════════════════════════════
A-1 RENTALS │ 29 │1931 W. WIS. AVE. │ORANGERINE │US
ANOTHER DISTRIB. │ 79 ┌────────────┐ AVE. │BIG CITY │US
BASE ONE CLUB │135 │UPPER(name) │ │ORANGERINE │US
BERT MERCHANDISING │ 30 │code │7 │CINCINNATI │US
BEVERAGE SERVICE CORP │ 73 │ │ │THAT CITY │US
BIG CITY STUFF │ 21 │ │ │BIG CITY │US
BIG WHOLESALE │ 4 │ │ │LITTLE CITY │US
BUYER GUIDE THE │128 └────────────┘INDUST. │OVER THERE │US
─────────────────────────────────────────────────────────────────────────────
Page 13
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
The operator can access different INDEX FILES to find data quickly.
In the illustration above the Vendor File always appears on the
screen in the Alphabetical Order of the Vendor Name.
Vendor
Company Name Code#
═══════════════════════════════════
The Window reference is A-1 RENTALS │ 29 │
"UPPER(name)" BERT MERCHANDISING │ 30 │
which only means that sorting is ROSIES FLORISTS │ 35 │
performed by changing lower case CHEST FOODS │ 36 │
characters to upper case POST HOLE │ 37 │
characters so the sorting is FARMER'S POULTRY │ 39 │
correct. If the operator wishes SYSCO FOODS │ 41 │
to SEEK a vendor by CODE NUMBER NORTHSHORE LIGHTING CO. │ 52 │
s/he can select "code" which ROLL'S BAKERY │ 62 │
would then display all the DEAD MEAT COMPANY │ 63 │
vendors in numeric sequence. FRED'S BAKERY │ 64 │
See illustration -----------> LARSEN FOODS │ 66 │
FERN'S CHEESE │ 67 │
───────────────────────────────────
The "SEEK" function is illustrated next and is utilized throughout
this software. The operator can move to a record by simply pressing
a few keys. Each move of the cursor is "INCREMENTAL" in response to
the characters entered by the operator. Cursor is positioned at the
TOP OF FILE and the operator presses the "S" key. NOTE "S" is
displayed on the bottom of the screen and to the right of the "Seek :"
prompt.
═════════════════════════════════════════════════════════════════════════════
SEXTON COMPANY │130 │PO BOX 7903 │CHICAGO │US
SPUD LIQUOR COMPANY │ 71 │PO BOX 1357 │GREEN VALLEY │US
SYSCO FOODS │ 41 │910 S. BLVD. │JUNCTION CITY │US
TEST │150 │ │ │
THAT CITY FOODS │ 20 │PO BOX 2703 │THAT CITY │US
TRI CITY DISTRIBUTOR │ 78 │1341 W. SPENCER ST. │ORANGERINE │US
US BELL │ 85 │ │ │US
VALLEY INSURANCE │ 96 │P.O. BOX 1937 │ORANGERINE │US
ZAKS BEVERAGE INC. │ 70 │754 AIRPORT ROAD │LITTLE TOWN │US
────────────────────────────────────────────────────────────────────────────────
<ESC>:Exit <Enter>:Edit field <F1>:Cursor Help <F2>:Column Lock/Unlock
<F3>:Select Index <F4>:Pack & Reindex <F5>:Add record <Del>:Del/Recall
Index: Vendor name Seek : S <F6>:Print/options
"SEXTON" is the first name beginning with an "S". If the operator
was looking for "SYSCO" then pressing a "Y" would make another move.
Page 14
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
Vendor
Company Name Code# Address City State
═════════════════════════════════════════════════════════════════════════════
SYSCO FOODS │ 41 │910 S. BLVD. │JUNCTION CITY │US
TEST │150 │ │ │
THAT CITY FOODS │ 20 │PO BOX 2703 │THAT CITY │US
TRI CITY DISTRIBUTOR │ 78 │1341 W. SPENCER ST. │ORANGERINE │US
US BELL │ 85 │ │ │US
VALLEY INSURANCE │ 96 │P.O. BOX 1937 │ORANGERINE │US
ZAKS BEVERAGE INC. │ 70 │754 AIRPORT ROAD │LITTLE TOWN │US
────────────────────────────────────────────────────────────────────────────────
<ESC>:Exit <Enter>:Edit field <F1>:Cursor Help <F2>:Column Lock/Unlock
<F3>:Select Index <F4>:Pack & Reindex <F5>:Add record <Del>:Del/Recall
Index: Vendor name Seek : SY <F6>:Print/options
<F5>:Add New Record Window.
This window focuses the operators attention on the task of adding
new data to a new record prior to the record being added to the file.
Vendor
Company Name Code# Address City State
═════════════════════════════════════════════════════════════════════════════
A-1 RENTALS ╔══════════════════════════════════════════╗RINE │US
ANOTHER DISTRIB.║ ║TY │US
BASE ONE CLUB ║ Code # 152 **ADD NEW VENDOR** ║RINE │US
BERT MERCHANDISI║ Co. NameNEW VENDOR NAME ║NATI │US
BEVERAGE SERVICE║ Address:NEW ADDRESS ║ITY │US
BIG CITY STUFF ║ City:NEW CITY St:ID Zip:83705-4444║TY │US
BIG WHOLESALE ║ Contact Name:NEWSY ║ CITY │US
BON APPETIT BOOK║ Phone:999-999-9999 Print Labels T or F F ║Y │US
BONDED ║ ║HERE │US
BULLETIN THE ║ Edit Data Above Finished..Return ║RINE │US
BUYER GUIDE THE ║ ║HERE │US
CABLEVISION OF N╚══════════════════════════════════════════╝ │US
CELLULAR ONE │112 │P.O. BOX 64168 │ST. PAUL │US
─────────────────────────────────────────────────────────────────────────────
After the add new record process is finished ... the new record is
displayed where it belongs in the file.
Vendor
Company Name Code# Address City State
═════════════════════════════════════════════════════════════════════════════
NEW VENDOR NAME │152 │NEW ADDRESS │NEW CITY │ID
NOEL COMPANY │ 7 │DEPARTMENT 420 │BIG CITY │US
NORTHSHORE LIGHTING CO. │ 52 │PO BOX 9016 │ORANGERINE │US
OLD FISH │ 19 │PO BOX 8866 │LITTLE CITY │US
Page 15
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
<F4>:PACK & INDEX KEY need only be pressed when you want to remove
DELETED RECORDS from the file permanently.
<F6>:PRINT OPTIONS provide the operator the choice of printing the
contents of the Vendor File three ways:
1. Name and Phone number.
This is a handy little rport that can be posted near
a phone and it can updated when ever needed.
2. All data for each Vendor.
I can't think of any reasons to print this but it can be
done !!!
3. Mailing Labels.
You have several options here:
a. Print on to ten labels by entering the vendor
code numbers.
b. Select the option to print only those vendors
that you normaly send monthly checks to.
c. Select labels for all vendors.
Page 16
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
EXPENSE ITEM FILE: ─────────────────
_________________________________________ ░░ Data Files ░░░
─────────────────
(Expense Data) ░┌─────────────┐░
░│Vendor Data │░
All data concerning inventory and ░│Expense Data │░
and other expense items. ░│Payment Data │░
░│Sort & Setup │░
░│On/Off Color │░
░│User Help │░
░└─────────────┘░
The following three screens illustrate what you would see looking
from left to extreme right. There is a total of fourteen fields
containing specific data.
At first glance it appears very complicated ... actually it is
only complex. There is a rhyme & reason for each field so we will
spend a fair amount of time sorting it all out for you.
EXTREME LEFT
Name Column Now Locked Expense Item Data File <Ctl>+<F1> = Mesure Help
─────────────────────────────────────────────────────────────────────────────
Code Inventory Purch Cost / Invty Invt Units
Expense Item Namee numb Category Unit Pur.Unit Unit / Pur. Unit
═════════════════════════════════════════════════════════════════════════════
GIN CRYSTAL PALACE │ 233 │BLIQR │CS │ 81.950│BTL │ 12.00
GLOVES │5642 │CCSUPL │ │ 2.200│EA │ 1.00
GR.BEANS CUT GR.A 12/2# │3039 │FKGROC │CS │ 13.700│PKG │ 12.00
MIDDLE
Name Column Now Locked Expense Item Data File <Ctl>+<F1> = Mesure Help
─────────────────────────────────────────────────────────────────────────────
Invt Units Cost / Recipe Rec. Units Cost /
Expense Item Namee / Pur. Unit Invt Unit Unit /Inv. Unit Rec. Unit
═════════════════════════════════════════════════════════════════════════════
GIN CRYSTAL PALACE │ 12.00 │ 6.829 │OZ │ 25.60 │ 0.267
GLOVES │ 1.00 │ 2.200 │ │ 0.00 │ 0.000
GR.BEANS CUT GR.A 12/2# │ 12.00 │ 1.142 │LB │ 2.00 │ 0.571
EXTREME RIGHT
Name Column Now Locked Expense Item Data File <Ctl>+<F1> = Mesure Help
─────────────────────────────────────────────────────────────────────────────
Rec. Units Cost / Convert Location Appear on
Expense Item Namee /Inv. Unit Rec. Unit Code # Code # Inventory
═════════════════════════════════════════════════════════════════════════════
GIN CRYSTAL PALACE │ 25.60 │ 0.267 │ 0 │09 │T
GLOVES │ 0.00 │ 0.000 │ 0 │06 │F
GR.BEANS CUT GR.A 12/2# │ 2.00 │ 0.571 │ 0 │03 │T
Page 17
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
Lets see if we can narrow down some of this complexity:
─────────────────────────────────────────────────────────────────────────────
Code Inventory Purch Cost / Invty Invt Units
Expense Item Namee numb Category Unit Pur.Unit Unit / Pur. Unit
═════════════════════════════════════════════════════════════════════════════
BASE SEAFOOD 6/1# │3005 │FKGROC │CS │ 50.590│1LB │ 6.00
"Code # and Category" are assigned via the Setup File.
"Purch Unit" is the unit of measure that you would normally purchase
this item.
"Cost / Pur. Unit" is the last price paid for that item.
─────────────────────────────────────────────────────────────────────────────
Invty Invt Units Cost / Recipe Rec. Units
Expense Item Namee Unit / Pur. Unit Invt Unit Unit /Inv. Unit
═════════════════════════════════════════════════════════════════════════════
BASE SEAFOOD 6/1# │ 1LB │ 6.00 │ 8.432 │OZ │ 16.00
"Invty Unit" is assigned by the operator as the unit of measure
that will be used when counting inventory. This unit could be the
same as the Purchase Unit or any sub unit of measure. "What ever
works for you."
"Invt Units / Pur. Unit" is the number of inventory units in one
purchased unit. In the above example there are 6 one pound jars to
the case.
"Cost / Invt Unit" is calculated by the software
($50.59 / 6 = $8.432).
─────────────────────────────────────────────────────────────────────────────
Recipe Rec. Units Cost / Convert Location
Expense Item Namee Unit /Inv. Unit Rec. Unit Code # Code #
═════════════════════════════════════════════════════════════════════════════
BASE SEAFOOD 6/1# │ OZ │ 16.00 │ 0.527 │ 0 │02
"Recipe Unit" is assigned by the operator as the unit of measure
most normally used in recipes.
"Rec. Units / Inv. Unit" is the number of Recipe units in one
Inventory unit (16 ounces per pound).
"Cost / Rec. Unit" is calculated by the software
($8.432 / 16 = $0.527).
"Convert Code #" only has meaning if you are also using First
Step's Recipe Costing & Yield Adjustment Software.
"Location Code" is assigned by the operator and is two characters
long. You can assign up to 99 location codes. This is an excellent
TOOL because you can ask the software to print out an inventory
form that is sorted by location.
Page 18
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
I have spent many hours freezing my tootzies in freezers
(counting & counting)!; if every thing is on one sheet of paper
I'll be out of there in a flash! You can assign a location code
to any definable space; a store room, a shelf in a store room or
a refrigerator.
"Appear on Inventory" is either "T" (True) or "F" (False). This
tells the software the type of expense this item is; Inventory or
Other Expense.
All of the functions we discussed above regarding the Vendor File
apply to this file as well.
Indexing of the Expense Item File provides four sorting sequences:
1. Item name -- UPPER(iname)
2. Code number -- icode
3. Category\Alpha -- UPPER(icat)+UPPER(iname)
4. Location code -- place+UPPER(icat)+UPPER(iname)
The code number is four characters so you have room for 9999 items.
SPECIAL NOTE: The operator is responsible for assigning Category
and Product\Service names; spend as much time as needed when
designing the format for the entire file as it will be very
important to the clarity of reports later on.
Most of my clients prefer to view and run reports in the
Category\Alpha sequence because it is easier to find the
information they are looking for.
The operator assigns categories to expenses that are meaningful
to his\her operation. You have six characters for each category.
The first character designates the group.
Look at the following examples:
1.= FOOD ITEMS OR F. = FOOD ITEMS
2.= NON FOOD OR N. = NON FOOD
Page 19
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
Groups tell the software where to subtotal on some reports and
can be helpful in accounting statements. This first character can
be numeric or alphabetical.
Categories would have names as follows:
Group B = Bar products.
BBEER
BLIQ
BMIXES
BSODA
BWINE
Group F = Food Products.
FBAKE
FDAIR
FDRY
FMEAT
FPROD
ETC.
Group N = Non Food products
Group O = Other Expenses
Group P = Payroll
One of the pluses of this software is that the operator can view
cost ratios by category and compare these ratios from one period
to another.
I recommend that you not bulk all meat, poultry and seafood into
one category in that it is hard to isolate problem areas. Perhaps
(FEMEAT) for red meat, (FECHIX) for poultry and (FESEA) for seafood
would be better. The E stands for ENTREE so when the reports are run
the three categories would be together in alpha sequence ie.
FECHIX, FEMEAT and FESEA. You can always change the names of these
categories at a later date if you wish.
With-in a category, each inventory expense item will be in alpha
sequence. You have 25 characters to provide the name and packaging
data.
There are many food items that you would prefer to see grouped
together but are not spelled the same so I recommend the following
concept through-out the file (this means more work on your part now
but you will be happy you did later on):
Page 20
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
Do Not Do
------ ----
Brand name Brandy 12/CS Brandy\Brand name 12/CS
Chocolate Milk 1/2 gl Milk\choc 1/2 gl
White Bread 24 sl/ Bread\white 24 sl/
The packaging information is important for obvious reasons and
it will also to get employees accustomed to referring to these
items by the proper size.
The biggest problem in counting inventory is to get everybody
to count in the proper units.
When you enter an inventory item you will be telling everybody
that you buy Brandy by the case of 12 btls each and you will also
indicate that the inventory unit you want counted is bottle you
can also set the recipe unit and tell the software how many shots
are in a bottle.
The end result of all this initial work is that whenever you buy
brandy again; the case price, bottle price and cost per shot is
automatically updated to reflect the new purchase.
The Location code need not be used but you may find it helpful
for counting physical inventory. for example:
You have a large walk-in freezer and you store meat, vegetables
and desserts in there; if you provide one location code to those
items and run the inventory form by location (there is one sheet
of paper to mark on ... not twenty).
Suggestions for the interim:
When developing your inventory expense item list include two
additional items in each category of the list.
1. Misc. Products.
These are odd ball products that you may only buy occasionally
and do not want on inventory. This allows you to enter the
expense and to account for it on physical inventory.
Page 21
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
2. Finished products.
This could be Entrees, Salads, Vegetables, Desserts or
Bar snacks that have been costed (more or less). At your
option; you can account for the cost of finished products
that you produce in your own kitchen by including them on
your Expense item list. An example might be "Bleu Cheese
Salad Dressing"; you may prepare 5 or 10 gal. at one time.
The goal here is not 100 percent accuracy (in costing) but
it would reflect a value on inventory. Later on you may
decide to add our RECIPE MANAGEMENT - COSTING AND YIELD
ADJUSTMENT sofeware and the "Blue Cheese Salad Dressing"
would become a Batch Recipe and stored in the expense
file anyway.
The PAYMENT file
______________________________________________
Stores data about payment of vendor invoices and bills and the
data is added to the file from other sections of the software.
The operator is limited to seeking data and deleting data only.
Much of the data in this file is retrieved in the Vendor History
portion of the software.
Invoice Payment File
Perform EDITS to this file with Extreme Caution
─────────────────────────────────────────────────────────────────────────────
Check # Amount Date Paid Status Invoice # Date/Rec. Vendor Name
═════════════════════════════════════════════════════════════════════════════
1234 │ 7041.87│08/14/91 │ PAID│ 10310163│10/31/90 │SYSCO FOODS
1235 │ 441.07│08/14/91 │ PAID│ 11010213│11/01/90 │SYSCO FOODS
1236 │ 444.27│08/14/91 │ PAID│ 11020267│11/02/90 │SYSCO FOODS
1238 │ 516.44│08/14/91 │ PAID│ 11050008│11/05/90 │SYSCO FOODS
1239 │ 1626.93│08/14/91 │ PAID│ 11080236│11/08/90 │SYSCO FOODS
1240 │ 555.04│08/14/91 │ PAID│ 1106233│11/06/90 │SYSCO FOODS
1241 │ 2834.48│08/14/91 │ PAID│ 11060233│11/06/90 │SYSCO FOODS
1242 │ 794.56│08/14/91 │ PAID│ 1107187│11/07/90 │SYSCO FOODS
1243 │ 893.45│09/17/91 │ PAID│ 643972│11/29/90 │LARSEN FOODS
1244 │ 801.58│09/17/91 │ PAID│ 642994│11/27/90 │LARSEN FOODS
1245 │ 188.72│09/17/91 │ PAID│ 642318│11/23/90 │LARSEN FOODS
1246 │ 105.00│10/14/91 │ PAID│ 721│10/14/91 │A-1 RENTALS
1247 │ 2134.88│09/17/91 │ PAID│ 641369│11/20/90 │LARSEN FOODS
1248 │ 105.00│10/13/91 │ PAID│ 333│10/13/91 │A-1 RENTALS
2222 │ 19.20│09/19/91 │ PAID│ 10432│09/19/91 │FARMER'S POULTRY
──────────────────────────────────────────────────────────────────────────────
<ESC>:Exit <Enter>:Edit <F1>:Cursor Help <F3>:Select Index
<F4>:Pack & Reindex <Del>:Delete/Recall
Index: Check # Seek :
Page 22
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
Operator can select three ═════════════════════
sorting routines to help find │ PAID│ 10310163│
information on paid transactions. │ PAI┌────────┐0213│
1. Check number. │ PAI│pdckno │0267│
2. Vendor number. │ PAI│pdvno │0008│
3. Invoice number. │ PAI│pdinvno │0236│
│ PAI│ │6233│
│ PAI│ │0233│
│ PAI└────────┘2318│
│ PAID│ 721│
SCREEN FORMAT FOR SORTING/SETUP AND BACKING UP FILES:
____________________________________________________________
┌────────────────────────────────────────────────────────────────────────────┐┐
│░░░░░░░░░░░░░░░░░░░░ DATA FILES MAINTENANCE ░░░░░░░░░░░░░░░░░░░░░││
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░││
│░░░░░░░░ INDEX FILES ░░░░░ BACKUP DATA FILES░░░░░SETUP MASTER FILE ░░░░││
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░││
SORT/INDEXING creates index files that help the software find data
quickly. Indexing must be done when starting out with empty data
files and also if a problem occurs to the data files during operation.
When ever new data is added to the files or data is changed the
software will re index the files automatically.
The operator need only select ░░░░░░░░░░░░░░░░░░░░░░░░░░░░
the file to be indexed and then ░░░░░░░░ INDEX FILES ░░
PRESS <ENTER> ░░░░░░░░░░░░░░░░░░░░░░░░░░░░
The last two selections allow ░░░Vendor Files ░░░░░░░░
Clean up of Transaction file: ░░░Expense Item ░░░░░░░░
and the Paid file. ░░░Transactions ░░░░░░░░
After some months of operation ░░░Payment File ░░░░░░░░
these files grow larger and larger; ░░░Clean up Trans. ░░░░░░░░
at your option, you can erase data ░░░Clean up Paid ░░░░░░░░
that is no longer needed by entering ░░░░░░░░░░░░░░░░░░░░░░░░░░░░
the DATE for which prior data is to
be removed.
Page 23
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
BACKUP/COPYING FILES is a make safe function. The operator
should not over look. A copy of each data file should be kept
safe on a floppy disk: should a hard disk fail, all the data
is not lost. This operation should be done daily.
The VENDOR, EXPENSE and PAID ░░░░░░░░░░░░░░░░░░░░░░░
files are COPIED to a floppy ░░ BACKUP DATA FILES░░░
disk. The TRANSACTION and ░░░░░░░░░░░░░░░░░░░░░░░
INVENTORY files are BACKED UP ░░░░Vendor Files ░░
using the DOS BACKUP command. ░░░░Expense Item ░░
You will see the DOS screen ░░░░Transactions ░░
prompts appear on the screen ░░░░Inventory Files ░░
as the backup function occurs. ░░░░Paid Records ░░
If you are backing up to a ░░░░Set DISK DRIVES ░░
floppy drive other than A: ░░░░Target drive = A:░░
then you will have to select ░░░░░░░░░░░░░░░░░░░░░░░
SET DISK DRIVE and input the
proper TARGET DRIVE.
Page 24
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
TRANSACTION INSTRUCTIONS
________________________________________________
┌────────────────────────────────────────────────────────────────────────────┐
│░░Transactions░░░ Data Files ░░░ Inventory ░░░ Reports ░░░ User Help ░░│
│────────────────────────────────────────────────────────────────────────────│
│░░┌───────────────────┐░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░│Add New Invoice │░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░│Edit Invoice │░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░│Pay Unpaid Invoices│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░│Hard Copy Invoice │░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░│User Help │░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░└───────────────────┘░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
ADD NEW INVOICE
Selecting this option allows the operator to enter information
on the purchase of products or services.
FIRST ENTRY SCREEN ........
== ENTER INVOICES ==
Vendor Code: 0 Invoice #:
Name: Date:
Category Item # Item name Quantity Unit/$$ Total Cost
════════════════════════════════════════════════════════════════════════════
════════════════════════════════════════════════════════════════════════════
Total Amt.
The highlighted cursor prompts the operator to enter the Vendor
Code number.
There are two methods of finding this information.
1. Print a hard copy of the Vendor List via the DATA FILES
section of the software and use it to find the vendor number
and then enter it. Or note this code number on the invoice
ahead of time ... this saves entry time on the computer when
there are several invoices to be entered.
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Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
* BROWSE MODE *
Vendor Code: 0 Invoice #:
Name: Date:
Category Item # Item name Quantity Unit/$$ Total Cost
════════════════════════════════════════════════════════════════════════════
┌───────────────────────────────────────────────────────────────────────────┐
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░╔═════════════════════════╗░░░│
│░░░░Vendor file displayed in Alpha sequence. ║name ║░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║═════════════════════════║░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║SEXTON COMPANY ║░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║SPUD LIQUOR COMPANY ║░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║SYSCO FOODS ║░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║TEST ║░░░│
│░░░░░░Enter first letter for SEARCH:░░░░░░░░░║THAT CITY FOODS ║░░░│
│░░░░░░ or ░░░░░░░░░╚═════════════════════════╝░░░│
│░░░░░░Press <Esc> to cancel & return░░░░░░░░░╔═════════════════════════╗░░░│
│░░░░░░░░░░░Use Lite Bar to select or░░░░░░░░░║S░░░░░░░░░░░░░░░░░░░░░░░░║░░░│
│░░░░░░░░░░░ Type first letters. -->░░░░░░░░░╚═════════════════════════╝░░░│
└───────────────────────────────────────────────────────────────────────────┘
════════════════════════════════════════════════════════════════════════════
Total Amt.
2. Press the <Enter> key with out entering any numbers.
This will display an overlay window that allows the operator
to search the vendor file in alphabetical sequence. (See above.)
This same "Window Search" procedure is available in other
parts of this software and the operator is encouraged to become
familiar with its operation. There are several ways to conduct
this search.
a. Move the highlighted bar up or down with the arrow keys until
you find the vendor you are looking for then press <Enter>.
b. Use PgDn or PgUp to move past sections then use the arrow keys
to zero in on your selection and press <Enter>.
c. Use your Alpha keys and type the first characters of the
vendor's name. Typing "W" will move the light bar to the first
vendor name that starts with "W". An additional typed character
would move the light bar to the first vendor name matching both
first and second letters. Press <Enter> when the name has been
selected.
"NOTE" if you fail to find the vendor press <ESC> and you will
be prompted to add a new vendor.
Page 26
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
When you return to the invoice screen both the vendor code
number and the vendor name will appear and the highlight bar
will have moved to the next prompt.
* BROWSE MODE *
Vendor Code: 130 Invoice #: 123467
Name: SEXTON COMPANY Date:07/15/93
Category Item # Item name Quantity Unit/$$ Total Cost
════════════════════════════════════════════════════════════════════════════
INVOICE # entry for most invoices is self explanatory.
Because the invoice number is the primary code used by the
software to locate this data; you can not have the same number
in the file more than once. For this reason the operator
will be prompted to change the number if it has already been
used in the file. The operator should add an additional number
or subtract a number from the present invoice and enter again.
Please make the correction on the original invoice.
Likewise there are many "bills" and/or "statements" that
DO NOT have an invoice number. The operator must enter a
number of his/her own choosing and note that number on the
original bill.
DATE entry is prompted by the automatic entry of the present
day's date from the computer's internal calendar. The operator
need only change the portion of the date that is incorrect
and then press <Enter>.
* BROWSE MODE *
Vendor Code: 130 Invoice #: 123467
Name: SEXTON COMPANY Date:07/15/93
Payment Options: Hold-Pay Later Pay Check Now Cash Paid Out
Category Item # Item name Quantity Unit/$$ Total Cost
════════════════════════════════════════════════════════════════════════════
Payment Options prompt appears on the screen now so that the
operator can select the option s/he wants.
Hold-Pay Later.... Marks the invoice as unpaid and awaiting
payment at a later date.
Pay Check Now .... Marks the invoice as paid and after
completion of the invoice entry the operator will be prompted
to enter data such as the check number and if the check is
manually written or if s/he wants the software to print a check.
Cash Paid Out .... Marks the invoice as paid and posts a zero
to the check number which denotes that it was paid by cash.
Page 27
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
The next step is entry of the items purchased; the light bar
is prompting the operator to enter the code number for the
item purchased. Finding and entering this data is performed
in the same manner as discussed above under entering Vendor
Code. The Expense Item File can be printed in hard copy or
you can use the window to search for the item.
* BROWSE MODE *
Vendor Code: 130 Invoice #: 123467
Name: SEXTON COMPANY Date:07/15/93
Payment Options: Hold-Pay Later Pay Check Now Cash Paid Out
Category Item # Item name Quantity Unit/$$ Total Cost
════════════════════════════════════════════════════════════════════════════
┌──────────────────────────────────────────────────────────────────────────┐
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░╔═════════════════════════╗░░░│
│░░░░░Item file displayed in Alpha sequence. ║iname ║░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║═════════════════════════║░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║1/2 BBL BUD LIGHT ║░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║1/2 BBL HEINEKEN ║░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║1/2 BBL KILLIAN RED ║░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║1/2 BBL MICHELOB CLAS. DK║░░░│
│░░░░░Enter first letter for SEARCH:░░░░░░░░░║1/2 BBL MILLER LITE ║░░░│
│░░░░░ or ░░░░░░░░░╚═════════════════════════╝░░░│
│░░░░░Press <Esc> to cancel & return░░░░░░░░░╔═════════════════════════╗░░░│
│░░░░░░░░░░Use Lite Bar to select or░░░░░░░░░║░░░░░░░░░░░░░░░░░░░░░░░░░║░░░│
│░░░░░░░░░░ Type first letters. -->░░░░░░░░░╚═════════════════════════╝░░░│
└──────────────────────────────────────────────────────────────────────────┘
════════════════════════════════════════════════════════════════════════════
Total Amt.
Please note the first items appearing in the window above. The
expense item file is displayed in alphabetical order: in this
case the item name begins with a numeric character "1/2".
Hence they appear at the top of the window.
Illustrated below you can see how the INCREMENTAL SEEK function
works.
We are looking for "CHIX BRST FILET BRD 24/3" (the item name).
The LONG version of this name is "Breaded Chicken Breast Filets
packed 24 3oz portions per case".
We just enter the letter "C" or "c"; it appears in the lower
window and the search takes us to the first item name that starts
with a "C". In INCREMENTAL steps we enter "H", "I" and "X".
Page 28
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
╔═════════════════════════╗
║iname ║
║═════════════════════════║
║C.B. CHAT LASALLE ║
║CABLE TV ║
║CAKE BLACK FOREST 6/38oz ║
║CAKE MIX WHITE 4/5# ║
║CARROTS WL BABY 12/2# ║
╚═════════════════════════╝
╔═════════════════════════╗
"C" -> ║C░░░░░░░░░░░░░░░░░░░░░░░░║
╚═════════════════════════╝
╔═════════════════════════╗
║iname ║
║═════════════════════════║
║CHAMBORD LIQ. ROYALE ║
║CHEESE BLUE CRUMB. ║
║CHEESE BRIE ║
║CHEESE CHDR MED YEL 2/5# ║
║CHEESE CHDR ML YEL 4/5# ║
╚═════════════════════════╝
╔═════════════════════════╗
"H" -> ║CH░░░░░░░░░░░░░░░░░░░░░░░║
╚═════════════════════════╝
╔═════════════════════════╗
║iname ║
║═════════════════════════║
║CHILI BEANS HOT ║
║CHILI POWDER DARK ║
║CHIP POTATO REG IND ║
║CHIP TOSTADA ROUND ║
║CHIX BIT(NUGGETS) 250CT ║
╚═════════════════════════╝
╔═════════════════════════╗
"I" -> ║CHI░░░░░░░░░░░░░░░░░░░░░░║
╚═════════════════════════╝
╔═════════════════════════╗
║iname ║
║═════════════════════════║
║CHIX BIT(NUGGETS) 250CT ║
║CHIX BRST FILET BRD 24/3 ║
║CHIX CUT 1/2 W/O GI ║
║CHIX FRYER CUT 1/8 W/O GI║
║CIG-MARLBORO LITE ║
╚═════════════════════════╝
╔═════════════════════════╗
"X" -> ║CHIX░░░░░░░░░░░░░░░░░░░░░║
╚═════════════════════════╝
Page 29
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
╔═════════════════════════╗
║iname ║
║═════════════════════════║
║CHIX BIT(NUGGETS) 250CT ║
arrow dn -> ║CHIX BRST FILET BRD 24/3 ║
║CHIX CUT 1/2 W/O GI ║
║CHIX FRYER CUT 1/8 W/O GI║
║CIG-MARLBORO LITE ║
╚═════════════════════════╝
╔═════════════════════════╗
║CHIX░░░░░░░░░░░░░░░░░░░░░║
╚═════════════════════════╝
* BROWSE MODE *
Vendor Code: 130 Invoice #: 123467
Name: SEXTON COMPANY Date:07/15/93
Payment Options: Hold-Pay Later Pay Check Now Cash Paid Out
Category Item # Item name Quantity Unit/$$ Total Cost
════════════════════════════════════════════════════════════════════════════
1] FEPOLT 1210 CHIX BRST FILET BRD 24/3 0.00
After returning to the invoice entry screen the entry line has
been filled with the Item Category, Item Code number, and the
Item Description. The light bar is now asking for the
"Quantity" purchased of this item.
"NOTE" CHIX BRST FILET BRD 24/3 is purchased by "CS".
In the example above the operator would enter "5" as the number
of cases purchased.
If the Vendor billed you by the pound (as some do) you would
still enter "5" cases and convert the pound price to a case price.
(When setting up your EXPENSE ITEM FILE you want to establish
the purchase unit at which you most always purchase the item.
When the odd ball vendor sells the product by the pound ... you
just have to do a little extra work.)
The software is really dumb when it comes to units of measure;
you have to be consistant or else the end results will not
reflect your real costs.
If your computer has a "POP UP CALCULATOR" in memory the
operator can sometimes make good use of it here to calculate
the unit cost or quantity to comply with the criteria
outlined in the data file.
For example: You generally purchase Red Cabbage by the head
(Split Case) but this vendor just wrote 1/2 case @ 4.20.
You could use the calculator (4.20/12)= .35 to obtain the
unit price.
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Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
If you were entering a utility bill for electricity in the amount
of $405.00, you would enter "1" under Quantity and 405.00 under
unit/$$.
* BROWSE MODE *
Vendor Code: 130 Invoice #: 123467
Name: SEXTON COMPANY Date:07/15/93
Payment Options: Hold-Pay Later Pay Check Now Cash Paid Out
Category Item # Item name Quantity Unit/$$ Total Cost
════════════════════════════════════════════════════════════════════════════
1] FEPOLT 1210 CHIX BRST FILET BRD 24/3 5.00 17.890
Unit/$$ represents the Cost per unit purchased. Note that the
operator can enter tenths of a cent (three decimals).
After the Quantity is entered the software enters the last price
paid for this item from the Expense Item File. If the price
has not changed the operator needs only to press the <Enter Key>
and the rest of the entry process is continued. If the price has
changed the operator enters the new price. This whole process
has two obvious advantages:
1) Instant notation of price changes.
2) Verification of the the math used by the Vendor in
determining the extended price. In addition this new price
is posted to the expense file keeping the cost of this
item current.
* BROWSE MODE *
Vendor Code: 130 Invoice #: 123467
Name: SEXTON COMPANY Date:07/15/93
Payment Options: Hold-Pay Later Pay Check Now Cash Paid Out
Category Item # Item name Quantity Unit/$$ Total Cost
════════════════════════════════════════════════════════════════════════════
1] FEPOLT 1210 CHIX BRST FILET BRD 24/3 5.00 17.990 89.95
═══════════════════════════════════════════════════════════════════════════════
TOTAL $$$ 89.95
Add New Line Edit Last Line Do Edit Invoice Finished - Next Step
Page 31
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
This completes entry of an expense item, the software extends
the cost to the "total cost" column and totals all the items at
the bottom of the invoice.
════════════════════════════════════════════════════════════════════════════
TOTAL $$$ 89.95
Add New Line Edit Last Line Do Edit Invoice Finished - Next Step
************
The light bar now rests on "Add New Line" prompt. If you wish
to add another item to the invoice press <Enter> to select this
option and the enter item process starts over again.
* BROWSE MODE *
Vendor Code: 130 Invoice #: 123467
Name: SEXTON COMPANY Date:07/15/93
Payment Options: Hold-Pay Later Pay Check Now Cash Paid Out
Category Item # Item name Quantity Unit/$$ Total Cost
════════════════════════════════════════════════════════════════════════════
1] FEPOLT 1210 CHIX BRST FILET BRD 24/3 5.00 17.990 89.95
2] FDESRT 3508 CAKE MIX WHITE 4/5# 2.00 32.450 64.90
3] FDESRT 3523 COOKIE-PECAN CHOC CHIP 1.00 34.790 34.79
════════════════════════════════════════════════════════════════════════════
TOTAL $$$ 189.64
Add New Line Edit Last Line Do Edit Invoice Finished - Next Step
If you made an error in the entry of the last line you can select
"Edit Last Line" option by moving the light bar to the right with
the arrow key and pressing <Enter Key> or just type "E"
(the first letter of this option). This option allows you to
re-enter the last line.
The Edit Invoice option should not be used until you have
entered the entire invoice. You may of made more than one error
during entry and in this way you can correct all the errors
at one time.
Page 32
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
════════════════════════════════════════════════════════════════════════════
TOTAL $$$ 189.64
Add New Line Edit Last Line Do Edit Invoice Finished - Next Step
********************
Selection of "Finished-Next Step" option tells the software that
you are finished entering this invoice and want to continue on
to something else.
If you had selected "Pay Check Now" earlier, the software will
take you to this section now; otherwise you will return to the
main menu.
(See section on Paying Invoices for more information.)
EDIT INVOICE:
_________________________________________________
═══════╕ RESTAURANT COST CONTROL & ACCOUNTS PAYABLE [vers. S-4.2]
╘══════╕ Copyright (c) 1991, All rights reserved.
╘══════ Contact Larry Larsen 208-376-4411 (USA) .
┌────────────────────────────────────────────────────────────────────────────┐
│░░Transactions░░░ Data Files ░░░ Inventory ░░░ Reports ░░░ User Help ░░│
│────────────────────────────────────────────────────────────────────────────│
│░┌───────────────────┐░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░│Add New Invoice │░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░│Edit Invoice │< --------░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░│Pay Unpaid Invoices│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░│Hard Copy Invoice │░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░│User Help │░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░└───────────────────┘░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░REGISTERED TO Larry Larsen ... CS-161 6/28/93░░░░░░░░░░░░░░░│
│░░░░░░Site Licenses, Networking code & Custom modification available.░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
└────────────────────────────────────────────────────────────────────────────┘
<ENTER> or First Letter: make selection <ESC>: leave selection or program
<>: move bar < >: move to next menu
This option allows the operator full access to the Invoice data
file (all purchase data) to 1) Search, 2) View, 3) Edit,
4) Add data or 5) Delete data.
Page 33
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
SEARCH MODES:
┌───────────────────┐
│Add New Invoice │
│Edit Invoice │
│Pay Unpaid Invoices│
│Hard Copy Invoice │┌──────────────────────┐
│User Help ││ SEARCH │
└───────────────────┘│Invoice # ░░░░░░░░░░░░│
│Vendor Code ░░░░░░░░░░│
│Exp.Item #░░░░░░░░░░░░│
└──────────────────────┘
The first window shown to the operator outlines the three
methods of searching for data.
Invoice # :
If the operator knows the invoice number for the invoice s/he
is searching for, that number is entered and the software
displays that invoice data only.
Vendor Code :
This search will display all purchase data for the vendor code
entered by date sequence, oldest data at the beginning and
newest data at the end.
The date is displayed in the upper right corner of the screen.
This search mode is useful for finding an invoice number of a
vendor when only a date or approximate date is known.
Expense Item Number:
If the operator can not recall who s/he purchased an item from,
much less the invoice number, then this search mode is the best
source for finding the data. All purchase data for this item
is displayed by date sequence.
The Vendor Code and Expense Item search modes do not allow
the operator to edit or add data to the file; the operator must
obtain the proper invoice number while in these search modes
and then return and use the invoice number search mode to
make changes. This limitation maintains the accuracy of the
invoice as a total document.
Page 34
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
THE EDIT PROCESS:
┌───────────────────┐
│Add New Invoice │
│Edit Invoice │
│Pay Unpaid Invoices│
│Hard Copy Invoice │┌──────────────────────┐
│User Help ││ SEARCH │
└───────────────────┘│Invoice # 123467 │
│Vendor Code ░░░░░░░░░░│
│Exp.Item #░░░░░░░░░░░░│
└──────────────────────┘
Once the proper invoice has been displayed on the screen the
operator can move from top to bottom and from side to side in
the same way as "BROWSING" through the Vendor or Expense Item
files. For Cursor help press <F1>.
* BROWSE MODE *
Vendor Code - 130 INVOICE/TRANSACTION Invoice 123467
SEXTON COMPANY Invoice Date 07/15/93
════════════════════════════════════════════════════════════════════════════
Category Item # Expense Item Description Quantity Price Extension
════════════════════════════════════════════════════════════════════════════
FEPOLT │1210 │CHIX BRST FILET BRD 24/3 │ 5.000│ 17.990│ 89.95
FDESRT │3508 │CAKE MIX WHITE 4/5# │ 2.000│ 32.450│ 64.90
FDESRT │3523 │COOKIE-PECAN CHOC CHIP │ 1.000│ 34.790│ 34.79
│ │ │ │ │
│ │ │ │ │
│ │ │ │ │
│ │ │ │ │
│ │ │ │ │
│ │ │ │ │
────────────────────────────────────────────────────────────────────────────
Invoice payment history : PAID Toggle status <F2> TOTAL $$$ 189.64
EDITING -> <Enter>:Col. data <F7>:Ven/PC Code <F8>:Invoice # <F9>:Date
<ESC>:Exit <Del>:Del/Recall <F4>:Pack <F5>:Add Item <F10>:Erase Invoice
The operator will notice that the screen format is much the same
as it was when s/he added the invoice to the file. The Vendor
name, Invoice number and Date appear at the top of the screen
in the Invoice Header. If any of the header data needs to be
changed the operator must press Function Keys <F7>, <F8> or
<F9> as noted at the bottom of the screen.
Editing the items purchased is similar to editing the vendor
file or the expense file where you position the light bar at
the field to be edited and then press <Enter>.
Page 35
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
It is unnecessary to edit the item name or category; they will
change automatically when you change the item number.
If you edit the Price, (the Extended value and the total amount
of the invoice will change automatically).
If you edit the Quantity, (the Extended value and the total
amount of the invoice will change automatically).
════════════════════════════════════════════════════════════════════════════
Category Item # Expense Item Description Quantity Price Extension
════════════════════════════════════════════════════════════════════════════
FEPOLT │1210 │CHIX BRST FILET BRD 24/3 │ 5.000│ 17.990│ 89.95
FDESRT │3508 │CAKE MIX WHITE 4/5# │ 2.000│ 32.450│ 64.90
FDESRT │3523 │COOKIE-PECAN CHOC CHIP │ 1.000│ 34.790│ 34.79
│ │ │ │ │
│ │ ╔════════════════════════╗ │ │
│ │ ║THIS INVOICE MARKED PAID║ │ │
│ │ ║ NO EDITS ALLOWED ║ │ │
│ │ ║ENTER A NEW INVOICE TO ║ │ │
│ │ ║REFLECT CREDITS OR ADDS ║ │ │
│ │ ║PRESS SPACEBAR TO CONT. ║ │ │
│ │ ╚════════════════════════╝ │ │
│ │ │ │ │
────────────────────────────────────────────────────────────────────────────
ONCE AN INVOICE HAS BEEN PAID AND MARKED AS PAID editing is not
allowed. Editing would just cause a long process of changing
paid records with increased chanches of errors being made.
If adjustments are needed; a new invoice should be added to
reflect any additions or subtractions.
Adding an item to an existing invoice is handled by pressing
<F5> which activates a window for entry of the new data.
════════════════════════════════════════════════════════════════════════════
Category Item # Expense Item Description Quantity Price Extension
════════════════════════════════════════════════════════════════════════════
FEPOLT │1210 │CHIX BRST FILET BRD 24/3 │ 5.000│ 17.990│ 89.95
FDESRT │3508 │CAKE MIX WHITE 4/5# │ 2.000│ 32.450│ 64.90
FDESRT │3523 │COOKIE-PECAN CHOC CHIP │ 1.000│ 34.790│ 34.79
│ │ │ │ │
│ │ │ │ │
│ │ │ │ │
│ │ │ │ │
0
────────────────────────────────────────────────────────────────────────────
Invoice payment history :UNPAID Toggle status <F2> TOTAL $$$ 189.64
EDITING -> <Enter>:Col. data <F7>:Ven/PC Code <F8>:Invoice # <F9>:Date
<ESC>:Exit <Del>:Del/Recall <F4>:Pack <F5>:Add Item <F10>:Erase Invoice
Page 36
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
* BROWSE MODE *
Vendor Code - 130 INVOICE/TRANSACTION Invoice 123467
SEXTON COMPANY Invoice Date 07/15/93
════════════════════════════════════════════════════════════════════════════
Category Item # Expense Item Description Quantity Price Extension
════════════════════════════════════════════════════════════════════════════
FEPOLT │1210 │CHIX BRST FILET BRD 24/3 │ 5.000│ 17.990│ 89.95
FDESRT │3508 │CAKE MIX WHITE 4/5# │ 2.000│ 32.450│ 64.90
FDESRT │3523 │COOKIE-PECAN CHOC CHIP │ 1.000│ 34.790│ 34.79
│ │ │ │ │
│ │ │ │ │
│ │ │ │ │
│ │ │ │ │
FKGROC 3007 BEANS REFRIED 6/10 1.00 19.930
────────────────────────────────────────────────────────────────────────────
Invoice payment history :UNPAID Toggle status <F2> TOTAL $$$ 189.64
EDITING -> <Enter>:Col. data <F7>:Ven/PC Code <F8>:Invoice # <F9>:Date
<ESC>:Exit <Del>:Del/Recall <F4>:Pack <F5>:Add Item <F10>:Erase Invoice
* BROWSE MODE *
Vendor Code - 130 INVOICE/TRANSACTION Invoice 123467
SEXTON COMPANY Invoice Date 07/15/93
════════════════════════════════════════════════════════════════════════════
Category Item # Expense Item Description Quantity Price Extension
════════════════════════════════════════════════════════════════════════════
FEPOLT │1210 │CHIX BRST FILET BRD 24/3 │ 5.000│ 17.990│ 89.95
FDESRT │3508 │CAKE MIX WHITE 4/5# │ 2.000│ 32.450│ 64.90
FDESRT │3523 │COOKIE-PECAN CHOC CHIP │ 1.000│ 34.790│ 34.79
FKGROC │3007 │BEANS REFRIED 6/10 │ 1.000│ 19.930│ 19.93
│ │ │ │ │
│ │ │ │ │
│ │ │ │ │
│ │ │ │ │
───────────────────────────────────────────────────────────────────────────
Invoice payment history :UNPAID Toggle status <F2> TOTAL $$$ 209.57
EDITING -> <Enter>:Col. data <F7>:Ven/PC Code <F8>:Invoice # <F9>:Date
<ESC>:Exit <Del>:Del/Recall <F4>:Pack <F5>:Add Item <F10>:Erase Invoice
THE ADD NEW ITEM PROCESS is always displayed at the bottom of
the screen ... when finished the text is joined with the original
items. (See above.)
PRESSING <F10> will erase the entire invoice.
Remember that whether you are deleting a single item on an
invoice or Erasing the entire invoice you must "Pack" the data
file to remove the data that has been marked for deletion.
Page 37
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
PAY UNPAID INVOICES:
______________________________________________________
┌───────────────────┐
│Add New Invoice │
│Edit Invoice │
│Pay Unpaid Invoices│ <----
│Hard Copy Invoice │
│User Help │
└───────────────────┘
If the operator enters an invoice and selects the "Hold-Pay Later"
option, s/he is buying a product or service on account and
promises to pay at a predetermined date. When the operator
decides to pay a Vendor's invoices and/or receives a statement
from that Vendor, s/he selects this option from the TRANSACTION
portion of the main menu.
Pay Vendor Invoices
-------------------
Select One Vendor 0
Again the operator has the option to enter the vendor number
if s/he knows it or to press <Enter> and activate the Vendor
selection window and make his/her selection.
┌───────────────────────────────────────────────────────────────────────────┐
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░╔═════════════════════════╗░░░│
│░░░░Vendor file displayed in Alpha sequence. ║name ║░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║═════════════════════════║░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░--->░░║SEXTON COMPANY ║░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║SPUD LIQUOR COMPANY ║░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║SYSCO FOODS ║░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║TEST ║░░░│
│░░░░░░Enter first letter for SEARCH:░░░░░░░░░║THAT CITY FOODS ║░░░│
│░░░░░░ or ░░░░░░░░░╚═════════════════════════╝░░░│
│░░░░░░Press <Esc> to cancel & return░░░░░░░░░╔═════════════════════════╗░░░│
│░░░░░░░░░░░Use Lite Bar to select or░░░░░░░░░║░░░░░░░░░░░░░░░░░░░░░░░░░║░░░│
│░░░░░░░░░░░ Type first letters. -->░░░░░░░░░╚═════════════════════════╝░░░│
└───────────────────────────────────────────────────────────────────────────┘
Page 38
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
Pay Vendor Invoices
-------------------
Select One Vendor 130
SEXTON COMPANY
Enter Starting Date: 01/01/93
The starting date is entered by the operator to restrict the
data shown on the screen. There could be as much as a years
worth of invoices to scan through before finding invoices
that were unpaid. All data from the date entered to the present
is displayed.
Pay Vendor Invoices
-------------------
Select One Vendor 130
SEXTON COMPANY
Enter Starting Date: 01/01/93
Enter check number : 234
leave blank if paid with cash
By entering the check number the operator accomplishes several
things.
1. The operator records the check number (manual or printed)
that is used for payment of the invoices selected in the
following steps.
2. By entering a check number or by leaving it blank the
program knows to mark the invoices selected as being PAID.
3. The program also knows to mark this transaction as being
paid by check number xxxx or by cash.
Page 39
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
* BROWSE MODE *
SELECT INVOICES FOR PAYMENT
VENDOR - SEXTON COMPANY Vendor code - 130
─────────────────────────────────────────────────────────────
Vendor Invoice Invoice Amount Paid
Code Date number Due Unpaid MARK
═════════════════════════════════════════════════════════════
130 │02/15/93│ 123456│ 189.14│UNPAID│U
130 │07/15/93│ 123467│ 189.64│UNPAID│U
│ │ │ │ │
│ │ │ │ │
│ │ │ │ │
│ │ │ │ │
│ │ │ │ │
│ │ │ │ │
│ │ │ │ │
─────────────────────────────────────────────────────────────
Total amount of payment =
SPECIAL ENTRY PROCEDURES
PRESS <Enter> to allow Marking for payment.
Input <P> to pay or <U> return status to unpaid
PRESS <Dn_Arrow> to procede to next record.
PRESS <ESC> Exit to Check Writing procedure
The special entry instructions tell the operator how to mark
those invoices s/he wishes to pay. The program totals the
amount of those invoices selected and displays that total at
the bottom. Prior to exiting this section the operator can
move back and reverse the marking of an invoice for payment
by entering a "U".
Page 40
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
* BROWSE MODE *
SELECT INVOICES FOR PAYMENT
VENDOR - SEXTON COMPANY Vendor code - 130
─────────────────────────────────────────────────────────────
Vendor Invoice Invoice Amount Paid
Code Date number Due Unpaid MARK
═════════════════════════════════════════════════════════════
130 │02/15/93│ 123456│ 189.14│ PAID│P
130 │07/15/93│ 123467│ 189.64│ PAID│P
│ │ │ │ │
│ │ │ │ │
│ │ │ │ │
│ │ │ │ │
│ │ │ │ │
─────────────────────────────────────────────────────────────
Total amount of payment = 378.78
The process of displaying the vendor invoices and the payment
status of each invoice provides the operator with another
check on his/her recording accuracy because a comparison with
the vendors statement is easily made.
─────────────────────────────────────────────────────────────
Total amount of payment = 378.78
Manual Check\Cash - no remittance stub required.
Writing Manual Check - Print remittance stub.
Print Check and remittance stub - Check Printer.
Selection of the first prompt: posts those invoices marked paid
to the paid file and enters 0 if paid by cash or the check number
if paid by check.
Selection of the second prompt: performs the posting noted above
and also prints a remittance stub.
─────────────────────────────────────────────────────────────
Total amount of payment = 378.78
Manual Check\Cash - no remittance stub required.
Writing Manual Check - Print remittance stub.
Print Check and remittance stub - Check Printer.
Check printer - Any key to print Remittance Stub
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Restaurant Cost Controls Ver. 4.5
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The following remittance stub can be attached to the manual
check so that the vendor knows which invoices have been paid.
The software will handle up to 26 invoices per Remittance Stub.
_________________________________________________
Paymt record: SEXTON COMPANY :02/28/93 Ck#234
Inv# Date Amount Inv# Date Amount
65538 02/15/93 204.50 123456 02/15/93 189.14
Total Payment: 393.64
_________________________________________________
Selection of the third prompt: performs those functions outlined
in prompts 1 and 2 plus prints out the check on the printer
using standard multi purpose checks.
You should decide which type of check fits your equipment and
your current check writing routine.
Dot Matrix Printer with tractor feed and option to print
single pages.
If you print vendor checks and payroll checks four or five
times a month and hand write checks at other times; you should
consider "Continuous tractor feed checks. The advantage of
these checks is printing a large volume of checks without
alining each check. The disadvantage using tractor feed checks
is loading the checks.
If your check writing is a continuous routine through out
the month; you should consider individual checks and utilize
the single page print option.
Ink Jet or Lazer style printers require single checks of good
quality paper. This style of printer may require setting the
size of print smaller in order to fit every thing needed on
a check.
Either option you choose will require some trial and error set
up time and possibly a change in your routine.
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┌─────────────────────────────┐
│Enter Physical Count │ <----
│Create / Delete Inventory │
│Print Inventory Form │
│Inventory Report (completed) │
│User Help │
└─────────────────────────────┘
ENTER PHYSICAL INVENTORY COUNT
__________________________________________________
This section is available to the operator only after a physical
inventory has been created. (see Create / Delete Inventory)
┌───────────────────────────────────────────────────────────────────────────┐
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░╔════════════╗░░░░░░░░░░░░░░░░░│
│░░░░░Select Inventory File For Entering ░░║103190.DBF ║░░░░░░░░░░░░░░░░░│
│░░░░░Physical Count of Inventory Items. ░░║113090.DBF ║░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║░░░░░░░░░░░░║░░░░░░░░░░░░░░░░░│
│░░░░░<ESC> will return you to Main Menu. ░░║░░░░░░░░░░░░║░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║░░░░░░░░░░░░║░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║░░░░░░░░░░░░║░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║░░░░░░░░░░░░║░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░╚════════════╝░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░╔════════════╗░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░Use Lite Bar to select or░░░░░░║ ║░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░ Type first letters. -->░░░░░░╚════════════╝░░░░░░░░░░░░░░░░░│
└───────────────────────────────────────────────────────────────────────────┘
The first entry screen to appear is a selection window similar
to those found in selecting Vendors and Expense Items. This
window lists "Data Base Files (files with the extension of .DBF).
The inventory files are named by dates ie.) the inventory created
for the date of 09/30/90 would be named "093090.DBF".
In our Multi Unit version it would be named "09309002.DBF;
the "02" represents the Profit Center #.
The operator selects the inventory file that s/he wishes to
(enter or edit) the physical count.
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Restaurant Cost Controls Ver. 4.5
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After the above selection is made a "BROWSE MODE" screen appears
for the entry process. This is similar to those you have worked
with in the Vendor and Expense Item sections. The operator can
select the order of sort <F3> key, "Category/Item" or
"Location/Item"; usually the sequence s/he recorded the
physical inventory.
* BROWSE MODE *
INVENTORY DATA FILE Date : 10/31/90
───────────────────────────────────────────────────────────────────────────
Item Locate Invty Cost/ Phys.
Code number Category Inventory Item Name Unit Unit Count
═══════════════════════════════════════════════════════════════════════════
3│08 │BBEER │1/2 BBL HEINEKEN │BBL │ 79.000│ 0.30
5│08 │BBEER │1/2 BBL KILLIAN RED │BBL │ 69.500│ 1.00
7│08 │BBEER │1/2 BBL MICHELOB CLAS. DK│BBL │ 58.500│ 0.20
9│08 │BBEER │1/2 BBL MILLER LITE │BBL │ 46.000│ 0.10
12│08 │BBEER │BUDWEISER 24/12 RT BTL │CS │ 11.100│ 1.00
14│08 │BBEER │BUDWEISER LITE 24/12 RTBT│CS │ 11.100│ 1.00
16│08 │BBEER │HAFFENKEFFER 4/6/16OZ NR │CS │ 14.000│ 1.00
24│08 │BBEER │IMPORT HACKR PSB.WEISS BE│CS │ 26.950│ 1.00
26│08 │BBEER │IMPORT MOLSON GOLD │CS │ 15.050│ 0.50
28│08 │BBEER │IMPORT RED STRIPE │CS │ 18.900│ 1.00
───────────────────────────────────────────────────────────────────────────
SPECIAL ENTRY PROCEDURES
PRESS <Enter> to allow input of physical count.
Input the physical inventory count.
PRESS <Dn_Arrow> to procede to next record.
To edit Unit or Cost/unit move to field and PRESS <Enter>.
──────────────────────────────────────────────────
<ESC>:Exit <Enter>:Edit <F3>:Select Index Order
Index: Category Seek :
The operator must use his/her brain and some patience when
entering this data. It is a whole lot faster (in the long run)
to enter this data slowly and accurately the first time rather
than going back and changing data several times. Note the special
entry instructions.
This entry process need not be completed in one sitting. The
data is written to the file as it is entered, you can re enter
this procedure and begin where you left off.
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Restaurant Cost Controls Ver. 4.5
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═══════════════════════════════════════════════════════════════════════════
3│08 │BBEER │1/2 BBL HEINEKEN │BBL │ 79.000│ 0.30
5│08 │BBEER ┌───────────────────────────────┐ 69.500│ 1.00
7│08 │BBEER │UPPER(icat)+UPPER(iname) │ 58.500│ 0.20
9│08 │BBEER │icode │ 46.000│ 0.10
12│08 │BBEER │place+UPPER(icat)+UPPER(iname) │ 11.100│ 1.00
14│08 │BBEER │ │ 11.100│ 1.00
16│08 │BBEER │ │ 14.000│ 1.00
24│08 │BBEER │ │ 26.950│ 1.00
──────────────────────└───────────────────────────────┘────────────────────
*** <F3>:Select Order ***
If the operator wants to enter count or search the file for a
certain item s/he can select the sort sequence.
Category by alpha plus Item name by alpha.
All Items by code number sequence.
Location by number plus Category & Item name by alpha.
*** Using the seek option ***
If the "Index:" shows "Category" you can "Seek" a different
category by typing the first letters of that category.
For example: you want to go to the category "2PROD" simply
type "2P" and you will have moved to that category.
If the "Index:" shows "Location" you can "Seek" a different
location by typing the numbers of that location. Remember
that if the location is numbered between 0 and 10 you must
enter a zero first. ( 08)
═══════════════════════════════════════════════════════════════════════════
1026│01 │FBEV │JUICE PNAP HAWAI 48/6 OZ │CS │ 15.850│ 1.00
2303│01 │FDAIRY │BUTTER LIQUID SUBSTITUTE │CS │ 21.600│ 1.00
2306│01 │FDAIRY │CHEESE BLUE CRUMB. │LB │ 2.020│ 1.00
2309│01 │FDAIRY │CHEESE BRIE │LB │ 2.030│ 1.00
2311│01 │FDAIRY │CHEESE CHDR MED YEL 2/5# │LB │ 1.600│ 1.00
2313│01 │FDAIRY │CHEESE CHDR ML YEL 4/5# │CS │ 1.500│ 1.00
2316│01 │FDAIRY │CHEESE CHED.SHRED MILD │LB │ 0.082│ 1.00
2318│01 │FDAIRY │CHEESE COLBY BLOCK │LB │ 0.302│ 1.00
───────────────────────────────────────────────────────────────────────────
SPECIAL ENTRY PROCEDURES
PRESS <Enter> to allow input of physical count.
Input the physical inventory count.
PRESS <Dn_Arrow> to procede to next record.
To edit Unit or Cost/unit move to field and PRESS <Enter>.
──────────────────────────────────────────────────
<ESC>:Exit <Enter>:Edit <F3>:Select Index Order
Index: Location Seek : 01
Page 45
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
*** Operator's responsibility ***
Only the operator knows when the entry of physical count is
completed and accurate. We suggest that the operator print out
a completed inventory report, then make a comparison with the
form on which the physical inventory was recorded for any
errors prior to accepting it as complete and accurate.
Remember, you can always go back and edit the file.
Common Errors:
1. Operator entered physical count to quickly and entered
amounts in the wrong items.
2. The person who counted inventory, counted in the wrong
units.
Page 46
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
CREATE OR DELETE AN INVENTORY FILE
_________________________________________________
┌─────────────────────────────┐
│Enter Physical Count │
│Create / Delete Inventory │ <-----
│Print Inventory Form │
│Inventory Report (completed) │
│User Help │
└─────────────────────────────┘
NOTES: An Inventory is a permanent accounting document, we
therefore create a data file to house all the information about
a particular inventory. The creation process performs two functions:
1. Copies all the current data from the expense item file for
those items that are to appear on the inventory.
2. Computes all the purchases for each item from the last
inventory to the present inventory date. This information is
used later in the Cost of Goods Report.
Dates are important to the accuracy of this and other reports in
this program. If your last inventory date was 08/31/90 and you
are taking inventory on 09/30/90:
1. Purchases will be computed from 09/01/90 through 09/30/90.
2. The operator should try and complete posting of purchases
as soon as possible after 09/30/90 and then create the new
inventory file. This way, not only is all the purchases
included in the computations but the prices used for costing
the inventory are current as well.
First screen prompt to appear:
Select Create New Inventory:
┌──────────────────────────────────────────────────────────────────────┐
│░░░░░░░░Create New Inventory░░░░░░░░░░░░Delete Old Inventory░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
Page 47
Restaurant Cost Controls Ver. 4.5
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The next screen prompt requests that you enter the date of the new
inventory plus the date of the old inventory.
┌──────────────────────────────────────────────────────────────────────┐
│░░░░░░░░Create New Inventory░░░░░░░░░░░░Delete Old Inventory░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░Enter Dates░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░New Inventory :░06/30/93░░░░░░░Old Inventory :05/31/93░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░Purchases will be computed from the day after Old Inventory░░░░░░│
│░░░░░date through and including the New Inventory date. ░░░░░░│
│░░░░░This process will take several minutes to complete. ░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░ARE DATES CORRECT? (Y OR N) - ░ ░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
└──────────────────────────────────────────────────────────────────────┘
More about dates: The operator decides what dates his/her accounting
period covers; you need not follow calendar month endings.
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░THE NEW INVENTORY SHEET IS <063093>.░░░░░░░░░░░░░░░░░░│
│░░░░░░░NEW SHEET CREATED, NOW ADDING PURCHASES, PLEASE WAIT.░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░ 0.000░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
└──────────────────────────────────────────────────────────────────────┘
After the data file is created, the software adds purchases for the
period. These items will flash on the screen as they are found and
when the PROMPT "Purchases Completed" appears you can return to the
main menu.
Delete Old Inventory:
The deletion of old inventory files becomes necessary after many
months go by and your disk becomes crowded or you just want to
get rid of the file.
┌──────────────────────────────────────────────────────────────────────┐
│░░░░░░░░Create New Inventory░░░░░░░░░░░░Delete Old Inventory░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░╔════════════╗░░░░░░░░░░░░░░│
│░░░Select Inventory File For Deletion ░░║063093.DBF ║░░░░░░░░░░░░░░│
│░░░HAVE YOU MADE A BACKUP OF THIS FILE ?░░║103101.DBF ║░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║103190.DBF ║░░░░░░░░░░░░░░│
│░░░<ESC> will return you to Main Menu. ░░║113090.DBF ║░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░╚════════════╝░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░╔════════════╗░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║ ║░░░░░░░░░░░░░░│
│░░░░░░░░░░░Use Lite Bar to select or░░░░░░╚════════════╝░░░░░░░░░░░░░░│
│░░░░░░░░░░░ Type first letters. -->░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
└──────────────────────────────────────────────────────────────────────┘
Page 48
Restaurant Cost Controls Ver. 4.5
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A window appears that displays all the data base files on the disk
(files with the extension ".DBF"). You make your selection and the
file is deleted but not before you are asked if you have made a
backup of this file. Once an inventory file is complete, it is a
good practice to copy it to a floppy disk (see backup under
Data Files); remember that you can always copy this file back
onto your hard disk and view or print it.
PRINT INVENTORY FORM
____________________________________________
┌─────────────────────────────┐
│Enter Physical Count │
│Create / Delete Inventory │
│Print Inventory Form │ <----
│Inventory Report (completed) │
│User Help │
└─────────────────────────────┘
This report abstracts information from the Expense Item Data File
and it can be used in several ways.
1. To record the Physical Inventory Count.
2. To record Vendor price quotes.
3. Can be modified and used as a Department Order form.
Operator has the option of PRINTING this form or VIEWING it on
the screen.
By selecting the proper options, the operator can customize the
content of the report.
***GROUPS***CATEGORIES***LOCATIONS***
The first screen deals with selecting which GROUPS will appear on
the report.
To EXCLUDE a group you enter (F) for false.
To INCLUDE a group you enter (T) for true.
Page 49
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
┌───────────────────────────────────────────────────────────────────────────┐
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░CURRENT PRINT STATUS FOR GROUPS░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░GROUP B = T░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░GROUP F = T░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░GROUP C = F░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░GROUP O = F░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░GROUP P = F░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░CHANGE STATUS <Y>es or <N>o░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░NOTE: Status will affect printing by Location also.░░░░░░░░░░░░│
└───────────────────────────────────────────────────────────────────────────┘
In the above example only the first two GROUPS are selected for the
report. The operator can edit this selection by answering the prompt
with (Y) yes.
The next screen narrows the selection process further.
Do you wish to run the report by CATEGORY or LOCATION.
┌───────────────────────────────────────────────────────────────────────────┐
│░░░░░░░░░░░░░░░░░░░ PRINT BLANK INVENTORY FORM ░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░ Category\Alpha Sequence ░░░░░░░░ Location Code Sequence ░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
The last part of this screen narrows the selection again to just
which category or location you wish to include.
Entering the date has no significance to the operation of the
report ... it is just for dating the report.
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░ One Category Only ░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░ Complete Inventory ░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░┌─────────────────────────────────────────────────────────────┐░░░░░░│
│░░░░░░│Enter Category Name : ░FPROD Enter date of report: ░07/16/93░│░░░░░░│
│░░░░░░│░░░░░░░░░░░File sort Completed - Please continue.░░░░░░░░░░░░│░░░░░░│
│░░░░░░│░░░░░░░░░░░░░░░░░░<H>ard copy or <S>creen░░░░░░░░░░░░░░░░░░░░│░░░░░░│
│░░░░░░└─────────────────────────────────────────────────────────────┘░░░░░░│
└───────────────────────────────────────────────────────────────────────────┘
<H>ard Copy or <S>creen is the last selection. The screen option
allows you to view the report prior to printing.
Page 50
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
An example of the Inventory Form Report follows.
-----------------------------------------------------------------------------
INVENTORY PERIOD ENDING 07/16/93.
-----------------------------------------------------------------------------
CATEGORY FEMEAT
ITEM NO. DESCRIPTION OF ITEM UNIT $ UNIT
-----------------------------------------------------------------------------
1414 BEEF SIRLOIN TIPS DICED | 2.59 | LB | | | | |
|---------|------|------|------|------|----|
1426 CORNED BEEF FLAT 4/3-5# | 3.13 | CS | | | | |
|---------|------|------|------|------|----|
1438 PORK EGGROLL | 35.62 | CS | | | | |
|---------|------|------|------|------|----|
1442 RIBEYE LIPON NO ROLL 6/12| 4.06 | LB | | | | |
|---------|------|------|------|------|----|
1446 SAUSAGE ITALIAN BULK 10# | 2.10 | LB | | | | |
|---------|------|------|------|------|----|
1449 STEAK STRIP BNLS 12 OZ 12| 3.83 | EA | | | | |
|---------|------|------|------|------|----|
1451 SUMMER SAUSAGE ITALIAN | 2.51 | LB | | | | |
|---------|------|------|------|------|----|
1454 TOP BUTT 10 OZ 24/CASE | 2.00 | EA | | | | |
|---------|------|------|------|------|----|
Note that there are four blank columns for entry of information.
Possible uses include:
1. For counting inventory you can use the same form four times
or if product is found in several places you can just add the
additional amounts in the next column.
2. You could enter price quotes from four different Vendors.
3. You could place orders for four weeks.
4. You could take inventory in one column, get price quotes
from two Vendors and place your order in the forth.
If the operator spends the time and effort to assign location codes
to the products on the expense item list and runs this form by
location ... it almost makes the job of counting inventory a
pleasure !!!!
Clients have used this form to create useful order sheets for
departments or satellite operations by cutting, gluing and
shrinking on a photo copier.
Page 51
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
INVENTORY REPORT (COMPLETE)
__________________________________________
This report prints or lists on the screen the contents of the
(priced and extended) inventory file selected by the operator.
First entry screen:
A window appears offering the operator a selection of the
inventory data files that are stored on the disk.
┌───────────────────────────────────────────────────────────────────────────┐
│░░░░░░░░░░░░░░░░░░ PRINT COMPLETED INVENTORY FORM ░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░╔════════════╗░░░░░░░░░░░░░░░░│
│░░░░░░Select Inventory File For Printing ░░║063093.DBF ║░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║103190.DBF ║░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║113090.DBF ║░░░░░░░░░░░░░░░░│
│░░░░░░<ESC> will return you to Main Menu. ░░║░░░░░░░░░░░░║░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║░░░░░░░░░░░░║░░░░░░░░░░░░░░░░│
│░░░░░░You selected 063093.DBF░░░░░░░░░░░░░░░░║░░░░░░░░░░░░║░░░░░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║░░░░░░░░░░░░║░░░░░░░░░░░░░░░░│
│░░░░░░Print file now <Y> or <N>░░░░░░░░░░░░░░╚════════════╝░░░░░░░░░░░░░░░░│
Once the selection is completed additional options appear on the next
screen similar to those offered in the examples above for printing
the Inventory Form.
Category or Location / Hard Copy or Screen
The finished product will look something like the following:
-----------------------------------------------------------------------------
INVENTORY PERIOD ENDING 10/31/90.
-----------------------------------------------------------------------------
CATEGORY FEMEAT
VALUE ON
ITEM NO. DESCRIPTION OF ITEM UNIT UNIT$ COUNT HAND
-----------------------------------------------------------------------------
1414 BEEF SIRLOIN TIPS DICED | LB | 2.590 | 1.00 | 2.590
|-----|-----------|----------|-------------
1426 CORNED BEEF FLAT 4/3-5# | CS | 3.130 | 1.00 | 3.130
|-----|-----------|----------|-------------
1438 PORK EGGROLL | CS | 35.620 | 1.00 | 35.620
|-----|-----------|----------|-------------
1442 RIBEYE LIPON NO ROLL 6/12| LB | 4.059 | 1.00 | 4.059
|-----|-----------|----------|-------------
1446 SAUSAGE ITALIAN BULK 10# | LB | 2.100 | 1.00 | 2.100
|-----|-----------|----------|-------------
1449 STEAK STRIP BNLS 12 OZ 12| EA | 3.827 | 1.00 | 3.827
|-----|-----------|----------|-------------
Page 52
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
SPECIAL REPORTS
___________________________________________________
┌────────────────────┐
│Vendor History Card │ <----
│Purchase Summary │
│Accounts Payable │
│Cost of Goods Sold │
│User Help │
└────────────────────┘
VENDOR HISTORY CARD
┌──────────────────────────────────────────────────────────────────────────┐
│░Transactions░░░ Data Files ░░░ Inventory ░░░ Reports ░░░ User Help ░│
│──────────────────────────────────────────────────────────────────────────│
│ Vendor History Card │
│ Invoices (Paid/Unpaid) Purchased items (Date) │
Option 1. Invoices (Paid/Unpaid)
History of vendor invoices and the payment status of each invoice.
Option 2. Purchased items (Date)
History of items purchased from vendor for time period specified.
Vendor History Card
Invoices (Paid/Unpaid) Purchased items (Date)
REindex PAID data file now - <Y>es or <N>o.
The first options utilizes a special index for sorting data. The
operator should REindex the file when the option appears. If you
are running the report several times ... indexing is NOT required
on subsequent reports.
Enter Time Period for Viewing Vendor History OR Prees <Esc> to return
STARTING DATE - 01/01/93
ENDING DATE --- 04/01/93
<H>ard copy OR <S>creen ?
LIST - (A)ll invoices or (P)aid invoices only
Again we offer the operator the options of narrowing the scope of
the report to DATES, HARD COPY or SCREEN and the choice of ALL
invoices or just those that are PAID.
Page 53
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
LIST - (A)ll invoices or (P)aid invoices only
<ESC> to Return
Enter Vendor code: 0
Entry of the Vendor Code completes the report criteria.
VENDOR HISTORY CARD
FOR 01/01/93 TO 04/01/93.
SEXTON COMPANY Vendor code: 130
PO BOX 7903 Phone # : 999-999-9999
CHICAGO US 99999 Contact:
============================================================================
Invoice # Date Amount Status Date Paid Check #
----------------------------------------------------------------------------
87492 01/25/93 31.60 PAID 01/25/93 0
65538 02/15/93 204.50 PAID 04/04/93 234
123456 02/15/93 189.14 PAID 04/04/93 234
73487 03/22/93 33.70 PAID 03/22/93 0
----------------------------------------------------------------------------
TOTAL UNPAIDS -- $$ 0.00 TOTAL PAIDS --$$ 458.94
When a question is asked about the payment status of a vendor
(When Paid, How Paid, How Much), the answers can be found quickly.
PURCHASED ITEMS
This report allows the operator to view purchases made from a
single vendor, grouped by inventory item.
Purchase frequency, price variation and total volume can be easily
analysed.
Vendor History Card
Enter Time Period for Viewing Vendor History.
STARTING DATE - 01/01/93
ENDING DATE --- 04/10/93
This report is sent to the Screen Only - Continue <Y>es or <R>eturn
Dates are set as in Option 1.
NOTE: This report is run only on the screen ... operator can use
Print Screen Key to send data to the printer.
Page 54
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
Enter Vendor code: 130
Operator has the option to enter vendor code or press <ENTER> Key
to activate the window search for a Vendor.
The invoice file is searched for items purchased from this vendor
between the dates specified.
╔═══════════════════════════╗
Items purchased from: ║MUSTARD ║
SEXTON COMPANY ║JUICE PNAP HAWAI 48/6 OZ ║
║CHIX BRST FILET BRD 24/3 ║
Use Lite Bar to select ║SUMMER SAUSAGE ITALIAN ║
or ║DRESSING-DIET FRENCH PORT ║
press <ESC> to return ║SAUCE OPEN PIT BBQ 1/5GAL ║
║SAUCE SWEET N' SOUR ║
║TOMATO SAUCE 6/10# ║
║CAKE MIX WHITE 4/5# ║
║COOKIE-PECAN CHOC CHIP ║
╚═══════════════════════════╝
All of the items purchased from this Vendor for the time period
specified appear in the window. You select one and the software
spreads the information for you.
* BROWSE MODE *
VENDOR HISTORY CARD FOR 01/01/93 TO 04/10/93.
SEXTON COMPANY Vendor code: 130
════════════════════════════════════════════════════════════════════════════
Item code: 3116 Item name: TOMATO SAUCE 6/10#
════════════════════════════════════════════════════════════════════════════
Invoice Invoice Cost/ Quantity Extension
Date Number Unit Purchased Value
════════════════════════════════════════════════════════════════════════════
01/25/93│ 87492│ 15.800│ 2.000 │ 31.60
02/15/93│ 65538│ 16.950│ 2.000 │ 33.90
03/22/93│ 73487│ 16.850│ 2.000 │ 33.70
│ │ │ │
│ │ │ │
│ │ │ │
│ │ │ │
│ │ │ │
────────────────────────────────────────────────────────────────────────────
TOMATO SAUCE 6/10# Totals -- Quantity: 6.00 Purchases: 99.20
The operator can select additional items from this vendor without
exiting to the main menu.
Page 55
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
PURCHASE SUMMARY
________________________________________________
┌────────────────────┐
│Vendor History Card │
│Purchase Summary │ <----
│Accounts Payable │
│Cost of Goods Sold │
│User Help │
└────────────────────┘
The Purchase Summary Report is an accounting tool and a
management tool.
ACCOUNTING: PS Report will total by category and in total the
value of your purchases for any given time period.
MANAGEMENT: PS Report will illustrate the following for any
given time period;
1. What was purchased.
2. When it was purchased.
3. Who it was purchased from.
4. How much it cost at time of purchase.
5. How many times you purchased it.
6. What was its average price.
7. That an item was NOT purchased.
The optional modes for running Purchase Summary are displayed on
the first screen. These options are not easily understood so we
will explain each one separately further down in this section.
====== PURCHASE SUMMARY MENU ======
Optional modes for runing Purchase Summary
┌────────────────────────────────────────────────────┐
│ One Expense Item - detail of each purchase. │
│ Items in One Category - detail of each purchase. │
│ Summarized Totals of each Item - One Category. │
│ Entire File - Summarized Totals of each Item . │
│ Category Totals Only - Entire File │
└────────────────────────────────────────────────────┘
Selection of the first option requires the operator to enter
the expense item code number.
Enter Item Code - 3116
<H>ardcopy or <S>creen
Once the optional mode is selected;
dates and the Hard Copy / Screen entries are made.
Page 56
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
One Expense Item - detail of each purchase.
PURCHASE SUMMARY REPORT
=======================
FOR 01/01/93 TO 07/16/93.
==========================================================================
CATEGORY - FKGROC
--------------------------------------------------------------------------
**** ITEM # - 3116 TOMATO SAUCE 6/10#
DATE VENDOR CODE QUANTITY UNIT COST PURCHASE COST
01/25/93 130 2.00 15.800 31.60
02/15/93 130 2.00 16.950 33.90
03/22/93 130 2.00 16.850 33.70
03/28/93 41 2.00 15.950 31.90
------------------------------------------
TOMATO SAUCE 6/10# 8.00 16.39 131.10
TOTAL QUANTITY AVERAGE COST TOTAL COST
The above example illustrates the purchase activity of
Tomato Sauce for three months.
Two vendors were used and a range of prices were paid.
The next two optional modes of this report deal with analyzing a
CATEGORY of expense items.
====== PURCHASE SUMMARY MENU ======
Optional modes for runing Purchase Summary
┌────────────────────────────────────────────────────┐
│ One Expense Item - detail of each purchase. │
│ Items in One Category - detail of each purchase. │
│ Summarized Totals of each Item - One Category. │
│ Entire File - Summarized Totals of each Item . │
│ Category Totals Only - Entire File │
└────────────────────────────────────────────────────┘
Enter Category - FKGROC
<H>ardcopy or <S>creen
Enter Dates you wish the Purchase Summary to cover.
Starting Date - 01/01/93
Ending Date --- 07/16/93
Check Dates -- Press <R> to re-enter - <C> to continue.
We will look at the category "FKGROC" for one month.
Page 57
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
PURCHASE SUMMARY REPORT
=======================
FOR 11/01/90 TO 11/30/90.
==========================================================================
CATEGORY - FKGROC
--------------------------------------------------------------------------
**** ITEM # - 3001 ASPARAGUS CUT
DATE VENDOR CODE QUANTITY UNIT COST PURCHASE COST
11/23/90 36 2.00 27.340 54.68
11/30/90 36 1.00 27.340 27.34
------------------------------------------
ASPARAGUS CUT 3.00 27.34 82.02
TOTAL QUANTITY AVERAGE COST TOTAL COST
**** ITEM # - 3003 BASE CHIX 40#
DATE VENDOR CODE QUANTITY UNIT COST PURCHASE COST
11/20/90 66 1.00 140.130 140.13
------------------------------------------
BASE CHIX 40# 1.00 140.13 140.13
TOTAL QUANTITY AVERAGE COST TOTAL COST
The previous illustration is DETAILED.
Every purchase is shown for each ITEM.
Every ITEM in the CATEGORY is shown whether purchases were made or not.
Items in One Category - detail of each purchase.
Expense items are displayed in alphabetical order and purchases
for the category are totaled. See below.
**** ITEM # - 3124 VEGETABLE SOUP MIX
DATE VENDOR CODE QUANTITY UNIT COST PURCHASE COST
11/01/90 41 1.00 32.750 32.75
11/20/90 41 1.00 53.270 53.27
11/27/90 41 1.00 53.270 53.27
------------------------------------------
VEGETABLE SOUP MIX 3.00 46.43 139.29
TOTAL QUANTITY AVERAGE COST TOTAL COST
==========================================================================
Total for FKGROC is $$ 6628.57
Normally a DETAILED analysis is used to study purchasing patterns:
1. Are we buying competitively ?
2. Can we buy less often ?
3. Could we qualify for quantity discounts ?
Page 58
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
Summarized Totals of each Item - One Category.
You would normally select this option when the "WHO", "WHAT" & "WHEN"
are not important but the "HOW MUCH" it costs is important.
PURCHASE SUMMARY REPORT
=======================
FOR 11/01/90 TO 11/30/90.
==========================================================================
CATEGORY - FKGROC
--------------------------------------------------------------------------
**** ITEM # - 3001 ASPARAGUS CUT
-----------------------------------------
ASPARAGUS CUT 3.00 27.34 82.02
TOTAL QUANTITY AVERAGE COST TOTAL COST
**** ITEM # - 3003 BASE CHIX 40#
-----------------------------------------
BASE CHIX 40# 1.00 140.13 140.13
TOTAL QUANTITY AVERAGE COST TOTAL COST
**** ITEM # - 3005 BASE SEAFOOD 6/1#
-----------------------------------------
BASE SEAFOOD 6/1# 1.00 44.80 44.80
TOTAL QUANTITY AVERAGE COST TOTAL COST
Entire File - Summarized totals of each Item.
This report is the same as the previous report except that it covers
the entire Expense Item file.
Category Totals Only - Entire File.
==========================================================================
CATEGORY - FESEA
==========================================================================
Total for FESEA is $$ 3435.45
==========================================================================
CATEGORY - FKGROC
==========================================================================
Total for FKGROC is $$ 6628.57
==========================================================================
CATEGORY - FSALAD
==========================================================================
Total for FSALAD is $$ 2019.07
Page 59
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
For accounting and budgeting purposes you might wish to run this
report. You can easily track purchases by category and group on
a month to month basis.
At the end of the entire file REPORT group categories are totaled.
Total for Categories B = 4376.81
Total for Categories F = 20078.96
Total for Categories C = 8781.51
Total for Categories O = 1883.04
Total for Categories P = 59.85
The Total Purchases for this time period = $ 35180.17
Page 60
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
ACCOUNTS PAYABLE STATEMENT
__________________________________________________
┌────────────────────┐
│Vendor History Card │
│Purchase Summary │
│Accounts Payable │ <----
│Cost of Goods Sold │
│User Help │
└────────────────────┘
The purpose of this report is two fold; one is accounting and the
other is management control of payables..
Accounting: If you or your accountant needs to know what your
total unpaid accounts payable was at any given point in time;
this report will provide that figure.
Management: For purposes of managing cash flow this report can
give the status on each vendor as well as the total cost of payables.
The initial screen asks the operator to enter the starting and
ending dates and whether to run the report on the screen or print it.
Usually the ending date will be the present date but if you wanted
to know the status as of a previous date, this is possible also.
REPORT FORMAT
SCHEDULE OF UNPAID ACCOUNTS PAYABLE
DATE OF REPORT 07/16/93 FOR 11/01/90 TO 11/30/90.
=============================================================================
FARMER'S POULTRY VENDOR CODE NUMBER 39
-----------------------------------------------------------------------------
DATE INVOICE NO. AMOUNT
-----------------------------------------------------------------------------
UNPAID 11/02/90 51504 61.00
UNPAID 11/15/90 52099 22.57
UNPAID 11/23/90 52352 101.31
UNPAID 11/27/90 52450 82.53
UNPAID 11/30/90 52621 81.87
Invoices dated prior to Ending Date and paid after Ending Date
PAID ON 09/19/91 10432 Ck. # 2222 19.20
-----------------------------------------------------------------------------
FARMER'S POULTRY TOTAL UNPAIDS --$$ 368.48
Note that any invoices due prior to Starting date and paid after
Ending date are also listed.
Page 61
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
COST OF GOODS SOLD REPORT ┌────────────────────┐
and Profit & Loss Statement │Vendor History Card │
│Purchase Summary │
│Accounts Payable │
----> │Cost of Goods Sold │
│User Help │
└────────────────────┘
This is the report that will reward you for all the hard work
performed in the previous parts of the software.
The importance of this report isn't how much money you made or
lost during the last accounting period.
The importance of this report is that it will help you locate
areas where you can make more money next month.
At this point the data files are full of data about the products
and services that you have purchased and are storing. We ask you
to enter some sales figures and some totals of meals/customers
served. With this additional information the software can produce
a very detailed analysis of your COST OF GOODS SOLD and a single
entry PROFIT & LOSS STATEMENT.
┌─────────────────────────────────────────────────────────────────────────┐
│░░░░░Select Inventory Files ░░░░░░░░░░░░░░░░░░╔════════════╗░░░░░░░░░░░░│
│░░░░░Opening Inventory = 103190.DBF░░░░░░░░░░░░║063093.DBF ║░░░░░░░░░░░░│
│░░░░░Closing Inventory = ░░░░░░░░░░░░░░║103190.DBF ║░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║113090.DBF ║░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║░░░░░░░░░░░░║░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║░░░░░░░░░░░░║░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║░░░░░░░░░░░░║░░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║░░░░░░░░░░░░║░░░░░░░░░░░░│
└─────────────────────────────────────────────────────────────────────────┘
For starters; the software needs to know which of the inventories
listed in the window is the OPENING inventory and which one is the
CLOSING inventory.
┌─────────────────────────────────────────────────────────────────────────┐
│░░░░░░Select Inventory Files ░░░░░░░░░░░░░░░░░░╔════════════╗░░░░░░░░░░░│
│░░░░░░Opening Inventory = 103190.DBF░░░░░░░░░░░░║063093.DBF ║░░░░░░░░░░░│
│░░░░░░Closing Inventory = 113090.DBF░░░░░░░░░░░░║103190.DBF ║░░░░░░░░░░░│
│ <H>ard copy, <S>creen, <W>rite to disk file░░░░║113090.DBF ║░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║░░░░░░░░░░░░║░░░░░░░░░░░│
Next you can select HOW the report will be run. You already know
about HARD COPY and SCREEN and further down we will explain
WRITE TO DISK FILE and how you can use it to full advantage.
Page 62
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
┌─────────────────────────────────────────────────────────────────────────┐
│░░░░░░Select Inventory Files ░░░░░░░░░░░░░░░░░░╔════════════╗░░░░░░░░░░░│
│░░░░░░Opening Inventory = 103190.DBF░░░░░░░░░░░░║063093.DBF ║░░░░░░░░░░░│
│░░░░░░Closing Inventory = 113090.DBF░░░░░░░░░░░░║103190.DBF ║░░░░░░░░░░░│
│ <H>ard copy, <S>creen, <W>rite to disk file░░░░║113090.DBF ║░░░░░░░░░░░│
│░░░░░░Enter Sales for Group B - ░15000 . ░░░░░║░░░░░░░░░░░░║░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║░░░░░░░░░░░░║░░░░░░░░░░░│
The above example illustrates the operator entry of SALES for Group B
of $15000 .
Group B is all the products used in the BAR operation and in this
case scenario the sales from the bar can be identified, which means
we can compute cost ratios on the bar and the food profit centers
independently and in total.
┌─────────────────────────────────────────────────────────────────────────┐
│░░░░░░Select Inventory Files ░░░░░░░░░░░░░░░░░░╔════════════╗░░░░░░░░░░░│
│░░░░░░Opening Inventory = 103190.DBF░░░░░░░░░░░░║063093.DBF ║░░░░░░░░░░░│
│░░░░░░Closing Inventory = 113090.DBF░░░░░░░░░░░░║103190.DBF ║░░░░░░░░░░░│
│ <H>ard copy, <S>creen, <W>rite to disk file░░░░║113090.DBF ║░░░░░░░░░░░│
│░░░░░░Enter Sales for Group B - ░ 15000.00░░░░░║░░░░░░░░░░░░║░░░░░░░░░░░│
│░░░░░░Enter Sales for Group F - ░ 55000.00░░░░░║░░░░░░░░░░░░║░░░░░░░░░░░│
│░░░░░░Enter Customers for Group B - ░ 0░░░░░║░░░░░░░░░░░░║░░░░░░░░░░░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║░░░░░░░░░░░░║░░░░░░░░░░░│
Group F sales of 55000 is entered for the food operation for a
combined sales figure of 70000.
│░░░░░░Enter Customers for Group B - ░ 6000░░░░░║░░░░░░░░░░░░║░░░░░░░░░░░│
│░░░░░░Enter Customers for Group F - ░ 4500░░░░░║░░░░░░░░░░░░║░░░░░░░░░░░│
│░░░░░░Entries Correct ???? <Y>es or <N>o.░ ░░░░╔════════════╗░░░░░░░░░░░│
Customer counts can also be identified for each profit center and
are entered in this step. If an error was made you can re enter
the data.
*********** COST OF GOODS SOLD **********
STARTING INVENTORY SHEET - = 103190.DBF
ENDING INVENTORY SHEET --- = 113090.DBF
-----------------------------------------------------------------------------
CATEGORY BBEER
|------------ VALUES -----------| COST OF
ITEM NO. DESCRIPTION OF ITEM |START PURCHASES ENDING | GOODS SOLD
---------------------------------------------------------------------------
1 1/2 BBL BUD LIGHT | 0.00| 136.00| 52.50| 83.50|
|----------|----------|---------|----------|
3 1/2 BBL HEINEKEN | 23.70| 69.00| 79.00| 13.70|
|----------|----------|---------|----------|
5 1/2 BBL KILLIAN RED | 69.50| 114.00| 69.50| 114.00|
|----------|----------|---------|----------|
Page 63
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
|---------|----------|----------|----------|
49 SHARP'S NA 4/6PK NR | 10.30| 61.80| 10.30| 61.80|
|---------|----------|----------|----------|
51 SPECIAL EXPORT LITE 4/6NR | 9.50| 22.05| 9.50| 22.05|
|---------|----------|----------|----------|
Any key to continue
-----------------------------------------------------------------------------
PERCENT OF SALES -- 6.26% TOTAL FOR CATEGORY (BBEER )-- $$ 938.90
COST/MEAL SERVED -$ 0.156
The preceding example illustrates how the body of the report is
structured. Each CATEGORY lists items in alphabetical order and
the columns show you the values used in the computation of
COST OF GOODS SOLD.
At the bottom of each category:
1. Total value of the COST OF GOODS SOLD.
2. Percentage of the Group Sales total.
For every dollar a customer spends in this Group profit center;
X amount is use to purchase items in this category.
3. Cost per meal/customer served.
For every customer that comes in your door; you spend X amount
for the products in this category.
REPORT TOTALS
After all the categories have been computed and printed, the total
sales and group totals and corresponding ratios are printed as
shown below.
=============================================================================
TOTAL COSTS & RATIOS for period
-----------------------------------------------------------------------------
Total for all Categories -- $$ 25253.51 Total Sales -- $$ 70000.00
Percent of Total Sales -- 36.08% Total customers -- 10500
Cost / Cust Served -$ 2.405
Total Cost for Group B -- $$ 3936.45 Total Group B Sales -- $$ 15000.00
Percent of Sales for Group B -- 26.24% Total customer -- 6000
Cost / Cust Served --- $$ 0.656
Total Cost for Group F -- $$ 21317.06 Total Group F Sales -- $$ 55000.00
Percent of Sales for Group F -- 38.76% Total customers -- 4500
Cost / Cust Served --- $$ 4.737
Page 64
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
Finally the non inventory groups are computed and printed as
the next illustration shows.
Please wait! I am hard at work summing a bunch of numbers!
Total for Group C -- $$ 8781.51 Total Sales -- $$ 70000.00
Percent of Total Sales -- 12.55%
Cost / Cust Served -$ 0.836
Total for Group O -- $$ 1883.04 Total Sales -- $$ 70000.00
Percent of Total Sales -- 2.69%
Cost / Cust Served -$ 0.179
Total for Group P -- $$ 59.85 Total Sales -- $$ 70000.00
Percent of Total Sales -- 0.09%
Cost / Cust Served -$ 0.006
These Ratios may not mean much in and of themselves; however they
tend to tell a bigger story when compared on a month to month basis.
When I first ran this report in my restaurant the cost of butter
was 55 cents per meal served. It only took me a day to find the
answer (when I knew what to look for).
WRITE TO DATA FILE OPTION
The above report is lengthy and detailed. It is a good idea to
run the detail for four to six months after first using this
software because you will learn a lot about your operation from
studying the detail.
The write to file option: writes only the category totals and it
writes this data to a disk file not to the printer or screen.
When you select this option, a window will appear in the upper
right portion of the screen and the top line tells you the name
of the DISK FILE. You should make a note of the name; as this
file can be utilized in several ways.
Page 65
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
┌───────────────────────────────────────────────────────────────────────────┐
│░░░░░░Select Inventory Files ░░░░░░░░░░░░░░░░░╔════════════╗ 113090.P&L ░│
│░░░░░░Opening Inventory = 103190.DBF░░░░░░░░░░░║063093.DBF ║ IS NAME OF ░│
│░░░░░░Closing Inventory = 113090.DBF░░░░░░░░░░░║103190.DBF ║ DISK FILE ░│
│ <H>ard copy, <S>creen, <W>rite to disk file░░░║113090.DBF ║ Category ░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║░░░░░░░░░░░░║ Totals ░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║░░░░░░░░░░░░║ Only ░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║░░░░░░░░░░░░║ ANY KEY ░│
│░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░║░░░░░░░░░░░░║░░░░░░░░░░░░░░│
This file is an ASCII file and it will reside in the INV sub directory.
From the DOS prompt:
1. type COPY 103190.P&L PRN <ENTER>
(sends the report to your printer)
2. Change directory to your Word Processor Software.
Load C:\INV\103190.P&L as a document.
Use the Word Processor to format the report as
like and then print it.
3. Change directory to your Spreadsheet Software and
follow the instructions for loading an ASCII
file.
By using the Block Commands you can add each
month to the same spreadsheet and perform
computations.
Page 66
Restaurant Cost Controls Ver. 4.5
(Inventory, Purchasing & Accounts Payable)
113090.P&L
Group B Sales 15000.00 Cust. 6000
Group F Sales 55000.00 Cust. 45000
Total Sales 70000.00 Cust. 51000
(BBEER )-- $$ 938.90 6.26% 0.156
(BGARN )-- $$ 211.22 1.41% 0.035
(BLIQR )-- $$ 1741.05 11.61% 0.290
(BMIXES)-- $$ 320.95 2.14% 0.053
(BOTHER)-- $$ 724.33 4.83% 0.121
(BWINE )-- $$ 451.24 0.82% 0.010
(FBEV )-- $$ 423.21 0.77% 0.009
(FBREAD)-- $$ 525.68 0.96% 0.012
(FDAIRY)-- $$ 1179.78 2.15% 0.026
(FDESRT)-- $$ 1282.48 2.33% 0.028
(FEMEAT)-- $$ 2758.57 5.02% 0.061
(FEPOLT)-- $$ 1153.52 2.10% 0.026
(FESEA )-- $$ 3435.45 6.25% 0.076
(FKGROC)-- $$ 7481.27 13.60% 0.166
(FSALAD)-- $$ 1993.51 3.62% 0.044
(FSPICE)-- $$ 632.35 1.15% 0.014
All Categories 25253.51 36.08% 0.495
Total Group B 3936.45 26.24% 0.656
Total Group F 21317.06 38.76% 0.474
Total Group C 8781.51 12.55% 0.172
Total Group O 1883.04 2.69% 0.037
Total Group P 59.85 0.09% 0.001
GENERAL COMMENTS AND AFTER THOUGHTS:
We assume that you are using an accrual accounting system and
you record all purchases of product and/or service on the date
that reflects the receipt of that product and/or service
whether you paid for it on this date or not.
DATE ENTRY throughout this software governs the output and
computation of results. When entering a starting date use the
date of the day prior to the day you want the report to begin
and enter the ending date that you want the report to include
in the report. This corresponds with the idea of using a
beginning inventory date of "09/30/90" and the ending inventory
date of "10/31/90". Also important to remember about dates is
that the year part changes in January ("90" to "91"); operator
error is a problem and caution should be the buss word in January.
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ERROR MESSAGES AND PROBLEM SOLVING
__________________________________________________
STOP THE PROGRAM !!!!!!
"You pressed the wrong key and now the software is doing a long
report and you have hit every key on the board and it won't stop!"
ALT + C
Press and hold down the Alt key then press the C key.
This will shut down the software with out harm to the data and
return you to the DOS prompt. Start the software again.
HUNG UP !!!!
For some reason the software will not go forward or backward it
just sits there and blinks.
ALT + C
The above problem can be caused by many things; pressing the wrong
combination of keystrokes, a programming error etc. If Alt + C
does not work you will have to REBOOT; press and hold down the
CTL key plus the ALT key then press the DEL key.
ERROR MESSAGES
THE PROGRAM STOPS BY ITSELF and at the top of the screen a message
is displayed.
There are two things you must do:
1. Try and discover the problem so that you or I can solve it.
We discuss this later on.
2. Press "Q" to quit and return to the DOS prompt.
Some of these messages will help you correct the problem that exists
while others will help us solve the problem. In either case you
should make a note of the message or "better" press the Ptr/Scr
key and print a hard copy of the screen. On older models you will
have to press and hold down the Shift key and then press the
Ptr/Scr key.
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SPECIAL NOTE:
For those of you who use a "Disk Manager" (a program that moves
around the hard drive and starts software for you) may not be
able to see the error message because the "Disk Manager" takes
you back to the main menu insted of the DOS PROMPT. You can fix
this by adding the "PAUSE" command in the batch file that calls
and starts the software:
CD\INV
INV
PAUSE
ERRORS THAT YOU CAN HANDLE:
FIELD NUMERIC OVERFLOW; you have tried to enter a number that is
to large.
Solution; try entering two numbers that equal the large number.
INDEX FILE CORRUPTED; one of the index files on your disk has
been corrupted by a bad sector, a power failure or surge or some
other mysterious reason.
Solution # 1. Go to the Sort & index section and reindex all the files.
Solution # 2. If above did not cure the problem return to DOS and
type DEL *.NTX <ENTER>
This deletes all the index files; return to the program and index
all the files. If the same error exists ... call us.
RUN ERROR; This may occure when you are backing up your data files.
The program can not find the following DOS programs to process
the backup COMMAND.COM or BACKUP.COM.
Solution: Copy these files to the INV sub directory or consult
your DOS manual about setting a "PATH" in your AUTOEXEC.BAT file.
PRINT ERROR; Will occure when you attempt to send a report to
the printer. There is a failure of the computer to communicate
with the printer.
Solution: Check the following; is printer on, is the lid closed,
is the (on line) key on, is there paper in the printer, are all
the cables attached firmly.
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OPEN ERROR; The software attempted to open a data or index file
and could not find it in the current sub directory.
Solution: print a directory of the files.
Press the Ctl key and hold down, then press the P key
(This will turn on your printer)
type DIR *.DB?/W <ENTER>
Compare with the following list.
VENDOR.DBF ITEM.DBF INVOICE.DBF INVT.DBF
MASTER.DBF HELP.DBF HELP.DBT COLOR.DBF
type DIR *.NTX/W <ENTER>
Compare with the following list.
CATEGORY.NTX HELP_NO.NTX ICODE2.NTX
INVOICE#.NTX INVTCODE.NTX INVT_CAT.NTX
INVT_PL.NTX ITEMCODE.NTX ITEMNAME.NTX
ITEMNUMB.NTX IT_PERP.NTX LOCATION.NTX
RDATE.NTX VENDCODE.NTX VENDNAME.NTX
VENDDATE.NTX VENICODE.NTX
Press the Ctl key and hold down, then press the P key
(This will turn off your printer)
If one of the DBF OR DBT files are missing call us for help,
if one or more of the NTX files are missing try indexing all files.
INTERNAL ERROR: Bad index file ... try indexing.
DISK FULL: You have filled up your hard disk.
Solution; Do some house keeping on the disk and delete any old
files no longer needed. Also go to the Sort & Index section and
select "Clean up Invoice file" and delete old data.
ANY ERRORS NOT MENTIONED: CALL US FOR HELP.
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COMMON COMPUTER TERMS AND DOS COMMANDS
___________________________________________________
HARD DISK - internal disk drive usually refered to as drive C.
FLOPPY DISK - 5 1/4 " or 3 1/2" diskette that is placed into a
floppy drive usually refered to as A or B drive.
START COMPUTER - bootup
RESET COMPUTER - reboot
Both operations ask the computer to read a basic set of operating
instructions from the DOS system so that it can run other programs.
ROOT DIRECTORY - A section of the hard disk that lists esential
programs for it's operation and lists the names of sub directories.
SUB DIRECTORY - A section of the hard disk reserved for storing
programs and data files for a specific purpose.
DIRECTORY - A DOS command to display the file listing of a sub
directory or root directory. Short form = DIR
DIR/W = displays list on full width of screen.
DIR/P = displays list and pauses when screen fills up.
CHANGE DIRECTORY\ - A DOS command for moving from one sub directory
to another. Short form = CD\ (to move back to root directory)
CD\word (to move to sub directory named word )
MAKE DIRECTORY\word - Short form = MD\word
(DOS command issued while in any directory to create a new sub
directory named "word").
REMOVE DIRECTORY\word - Short form = RD\word
(DOS command issued while in the root directory to erase a
sub directory from the disk. (all files in sub directory must
be deleted prior to removing directory.)
COPY - DOS command to copy a file or files
( from where you are located to another location or from another
location to where you are located ).
Examples:
HERE TO THERE (you are in C drive sub dir named word)
COPY file_name A:
(copies a file to floppy disk in A drive).
COPY file_name C:\newdir
(copies file to another sub directory on C drive named "newdir".)
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THERE TO HERE (you are in C drive sub dir named word)
COPY A:file_name
(copies a file from A drive to C drive sub dir word )
COPY C:\newdir\file_name
(copies file from sub directory "newdir" to sub directory "word" )
WILDCARDS - to designate all files like ...........
*.* = all files in sub directory
*.EXE = all files with an extension of .EXE
*.D?F = all files with an extension that starts with a D and
ends with a F.
COPY USING WILDCARDS
COPY A:*.EXE
(copies all files on drive A that have an extension of .EXE
to the sub directory you are located in.)
DELETE - short form = DEL
(erase a file or files from disk)
DEL file_name
DEL A:file_name
DEL A:*.EXE
FORMAT - A DOS command to prepare a new disk prior to storing
files on it. Check DOS manual carefully, the command requires
different (command line switches) depending on which version of
DOS you are using and the type of floppy disk drives you have.
Low Density Floppy Drive:
Formats and reads 5 1/4" floppy disk at 360k
capacity.
Formats and reads 3 1/2" floppy disk at 720k
capacity.
Can not read or write to High Density Floppy Disk.
High Density Floppy Drive:
Formats and reads BOTH Low and High Density Floppy
Disks.
High Density 5 1/4 " floppy disk has 1.2mg
capacity.
High Density 3 1/2 " floppy disk has 1.4mg
capacity.
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