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Text File | 1990-06-22 | 30KB | 618 lines

BID - BIZ Version 1.9 This program is for those seeking a powerful estimating program with such features as multiple component and phase costs tied to bid or primary items. The program also allows for direct burdens as well as conventional indirect overhead burdens. It uses multiple record windows for viewing, editing and various look up purposes. The application should be suitable for many types of estimating purposes. While power usually means complexity, the use of many automated features will hopefully make this program much easier to use. Take a little time to become acquainted with the program. I think you will find it to be an outstanding program. Make sure to copy ALL the files with this application. It contains a sample bid with sample records which should help you become familiar with it's capabilities...it's not that hard to delete them. Requirements for the program are at least 512k ram, hard disk with proper Config.Sys file, and a printer capable of 132 columns. The program will not work properly without a CONFIG.SYS file. See CONFIG.SYS below for more information about this file if you have any problems running the program. Sorry, this application will not work with 360k floppy systems. This shareware version will send standard condensed codes to your printer where necessary. If you do not have a wide printer, the condensed codes may still allow you to use it. To install the program, you should first create a directory on your hard disk, then copy the files into it. Program is started by entering BIDBIZ at the prompt. Short names such as BDBZ usually work best for names of directories. If you prefer, you need only copy the BIDBIZ.EXE file and it will generate the necessary files. The automation built into this program may be confusing without some records in the files however. The sample estimate is included and used for the following instructions. This allows for a much smaller documentation file and should be easier and faster to learn the use of the program. This program has no record limitations, so if you need them, create them. If you like this program and choose to use it, registration is 49.95. You will then be sent the full enhanced registered version of it. It will provide for wide printers without the condensed codes; allow you to send estimates and reports to your screen for viewing or to files where they can be used with an editor (if they are not too large for your editor); rebuild corrupted index files should the need ever arise; view and enter bid items only...printed instructions also included. Your support is appreciated. Feedback is always welcome. I. J. Smith 9795 Rustling Oaks Baton Rouge, La. 70818 GENERAL USAGE NOTES When prompted for such items as estimate numbers, if the field is blank you can simply press ENTER and a table of the choices will be presented for you. Simply use the arrow keys to scroll and highlight the item you want to use and press ENTER. You can also use the PgUp and PgDn keys to move between full screens. Control PgUp and PgDn will also place you at the beginning or end of the file. Most choices will automatically display the table, simply highlight your choice and press ENTER. A locator field at the top left of the tables will also help locate records faster...simply type the numbers and the program will automatically step through the table. When a table is displayed for your choices, you can also add new records by simply pressing the INSert key. This is a very important feature as it allows you to create a substantial master file of bid items on the fly. You can also delete a record if you wish by simply highlighting the record and pressing the DELete key...you will also have to press ENTER to complete the deletion. Should you accidentally press the DELete key, simply press the ESC key to cancel the deletion. Changes to records must be made through the normal data entry options from the menus. Simply highlight the record you want to make changes and press the ENTER key. A popup screen will appear and allow you to make changes to the record. Until the last entry is complete or you press CTRL-ENTER, the ESC key can be used to completely back out of record changes. Add or delete records as described above. Use the ESC key to end data entry or back out of procedures. You can also accept data entry screens by pressing CONTROL-ENTER. This can save steps in not having to use the ENTER or cursor keys thru each data field when data entry is complete. BURDENS: The program allows for two types of burden factors, direct and indirect. The direct burdens are applied directly to the unit amounts used in the estimate listings. This can be useful for such purposes as sales taxes or storage costs on materials, or other increased costs as needed. You may also enter a brief description of the direct burdens used. Indirect burdens are used as overhead factors and added at the end of the direct cost extensions. They are used for the normal taxes and insurance, bond premiums, general overhead, etc. These are entered in decimal formats, 0.1000 would indicate a ten percent factor. Many will prefer to use the direct burdens for all of their burden costs. Do so by all means. This will give the added capability of comparing item costs to the prices used in the main estimates. The indirect burdens could then be used for unusual costs such as storage, out of town costs, etc. Use the comment field in the estimate name file for brief cost notes, that's what it's there for. The above burdens should be established in company data records. Percentages are entered in decimal formats...10% is entered as 0.10 etc. When creating new estimate name records, you will be prompted for the format to use and their data will be displayed as defaults for the new estimate. This is only for defaults and you can change them as needed in the estimate name record. After you become familiar with the program, you may want to establish several different company records with varying percentages for different types of estimating. To create an estimate, you must first create an estimate name record from the main menu. Various burden amounts will be displayed from the company data record presently being used. They are intended as defaults and can be changed as needed. Fill in the needed data as desired. Remember, you do not have to step thru all the fields if correct...simply press CTRL-ENTER to record the estimate data. NOTE: You should not change an estimate's number if you have corresponding records in the estimate file. Otherwise the records will still exist under the old number. You should delete estimates thru the estimate names option under the main menu. This will remove all associated records with the same estimate number. Try to establish multiple company records. They can be useful for the quote option as well. Burdens are used for costs such as workers' comp insurance, out of town expenses, etc. Use as needed. If you do not use the quote option, consider using a description in place of the company name. This can be useful for lookups, etc. When you look at the company name record, notice the way the company name and address have been centered in their respective fields. This is used to center them as desired in the printing of the quotes. A good master file of items with your established costs will make your estimating much easier. You can however, create estimates with only a few master file records. Unlike many other programs, once you have added a record to your estimate file, the master file is no longer needed to make changes to the record. You can thus see the advantage of using a few dummy records for those bid items not frequently used or feel they will simply clutter your master file with unwanted records. Simply change their descriptions after they have been added to the estimate. Primary or bid items are identified as B type records. Their quantities are used in establishing the extended costs of their respective cost records. Cost records are identified as <L>abor, <E>quipment, <M>aterials, <S>ubcontractors and <O>ther. The Other cost records can be very useful for items which are not similar to the normal records and you do not want certain burden factors to be used in the same way...special materials not having sales taxes for example. Try to establish a good numbering system for your master file. A few letters in the beginning of the numbers can help keep related cost records grouped together when creating your bid/estimates. No duplicate numbers are allowed. Letters and numbers can be used as desired. Once the estimate name record is established, you can then proceed to add the various bid items with their various cost records. IMPORTANT CONCEPTS The estimates are based on a few simple rules. You must first establish a bid item or primary item. These item numbers must be started with a bid (B type) as the first record. The quantity of this first record will be used to establish the final quantities of the next group of records associated with it. These records must have the same item number, and the order number you want them placed within the bid item. No duplicates are allowed. You may consider incrementing the order numbers several factors so as to allow the inserting of other records later. The item numbers are unique and designed so as to better keep them in their order. I suggest using three numbers as in the examples. This would allow inserting new items with four numbers as items 0021 and 0022 to place them just below a main item number such as 002. Although B type records can be used as cost items, I don't recommend using them unless you have some specific purpose for doing so. Conversely, the use of cost type records should be avoided for the bid or primary items. This will also make your estimates much easier to read and understand. At this point you may want to review the sample estimate that is included in the back of this manual. The following descriptions are based on this sample estimate printed from the Main Estimate option of the Reports Menu. If your component costs are the same as your bid items, your estimates can easily be produced as items 003, 004 and 005 in the examples. The program becomes very easy to use for this type of cost estimating. If however, your needs are as in item 001 you will need to establish formulated quantities as indicated for the concrete material item in this example. A good master file can make this task much easier. As you can see, many cost items can be added as needed. The program has virtually no record limitations, so don't make it hard on yourself by not establishing a good working master file. Obviously, formulas require care and testing before using. Once established however, they can be very powerful tools. The formula for the concrete not only displays the quantity of concrete needed, but also makes it easy to update a price change for the item...you will of course have to change it in all concrete cost items in the bid. Items 0021 and 0022 are unique as they are established for cost purposes only. In the example, they are intended to be used for establishing a bid amount for item 002. Notice the use of B or bid items in their structure. Since they have no unit amounts, no bid extensions are printed. They will also not print on the bid items report or the quotes. While these items could have been placed in item 002, their individual total costs would not be seen as they are in the examples. This could also help make cost changes easier or to spot possible errors. Items 006 and 007 give examples of time related production expectations. For some, it's the only way to estimate costs. The hourly or daily production expected is easily changed with the unit quantity. Additional cost phases such as testing, cleanup, etc., could also be added to these items. As you can see, the progam offers a lot of flexibility. Once you understand the above concepts, I think you will agree...it is capable of doing an awful lot of different types of estimating. Use the program and browse thru the sample estimate records as displayed in the records table window. Compare them with the main estimate. You can also get a listing by choosing the full estimate listing in the reports menu. The listing could make it easier to check things out. You may want to try printing out a few other reports so as to familiarize yourself with what's available. They should be self- explanatory. The print by master lists could be useful for updating your master file after a major bid. Quotes allow you to type in a customer name and address just prior to printing them. Many users will want to establish and maintain frequently used standard estimates. The use of scrolling records in the program should make this easy to update cost or price changes...great for preserving established formulas. I hope the examples in the sample main estimate were sufficient in covering your particular needs. Each company has it's own way of doing things. Only you can decide the best way to establish your estimating costs. I hope this program is sufficient in giving you the necessary tools for that purpose. The most important thing to remember is that THE COST's QUANTITY TIMES THE AMOUNT MUST EQUAL THE COST OF ONE UNIT OF THE BID ITEM. This can be done by manipulating the quantity OR the amount depending on your needs for particular cost or bid items. When entering new items in your bid/estimates, the quantities from the master file are displayed as defaults. Normally, you will not want to change the quantities for your cost items so as to keep your cost formulas intact. Simply press ENTER to accept defaults. You will want to enter the quantities of your Bid/Primary items for the particular estimate you are creating however. Therefore, master records of <B>id/primary records are usually left with a quantity of one and simply changed when adding the record in the estimate. The examples shown are by no means all of the manipulations that can be used. Work crews can be identified and used for more detailed costs for example. While it may take some time creating good cost formulas, the reward will be faster and more complete detailed estimate costs. FUNCTION KEY USAGE The following keyboard keys are used in the multiple record table windows. A popup window will appear from some keystrokes. A description of the action will appear in this window such as 'This record will be added' or 'Press ENTER to delete'. You can press the ESC key to cancel or in the case of the deletion, press ENTER and the record is then removed. You may find it easier to add records by being situated where you want to add the record... thus the use of the INSert key. KEY FUNCTION ------- --------------------------------------------- INSert Used for adding new records. Record will automatically be inserted in proper position. DELete Used for deleting highlighted records. ENTER Used for changing highlighted record or for choosing records for lookup purposes. CTRL-ENTER This combination will process the record without having to exit the last record field. ESC Cancel or exit. ARROWS These keys are used to scroll thru the records one at a time. PgUp Displays previous window of records. PgDn Displays next window of records. CTRL PgUp Displays records from beginning of file. CTRL PgDn Displays records from end of file. LOCATOR Locator fields are used to locate records more quickly. As you enter the number desired, the program will try to highlight the record or the nearest one found. These fields are displayed in the upper left of the tables. Simply enter the number needed to use them. The data entry windows are fairly straight forward. You simply change data as needed with the ENTER key or add records with the INSert key. Use the DELete key to remove highlighted records. You will also be prompted to press ENTER for final deletions. Lookup fields are also used thru-out the program. If prompted for an estimate number for example, you can enter the estimate number desired or if blank simply press ENTER. Choices will then be displayed in a table. Some field choices such as TYPES are shown with the acceptable choices. Use the arrow keys to highlight your choice. Most tables will automatically popup for choices needed. As with most tables, when adding new estimate items you may find it handy to enter new master records at that time. When the master file table appears you can simply press the INS key and add a new record if needed. With a little experimentation, you should be well on your way. The use of the tables should help in making the program much easier to use...no papers to shuffle to find numbers, or having to type numbers only to find that they do not exist and you have to exit to some other part of the program to add them, etc. QUOTES As many contractors know, there are many "standard" forms to be used when submitting quotes. It's beyond the scope of this program to provide for everyone's needs. Many have to submit their quotes on prepared bid documents as well. Some users need a customer name and address for each estimate, while others need one quote for many customers. If you do not need a customer data file, simply enter one record with a blank name and address. You will be prompted for the customer just prior to printing the quote. Users needing a customer for each estimate may consider using the comment field for the customer number also. NOTE: Only B type records with monetary amounts greater then zero are included. This is to eliminate those records used for cost purposes only. SCREEN BLANKER The program also has a feature which will blank your monitor screen should your system be inactive for 10 minutes or longer. This feature is added to protect your monitor's screen from burnin. If your screen happens to be blank when you come back from a coffee break, simply press one of the arrow keys to refresh the display. DATA FILES COMPANY DATA FILE The company data file is only used for Quotes and for cost burden defaults when creating a new estimate name record. For this reason, many may not have any need for more then one record. It's important to note that this file is not used for any of the estimating reports. If used for the quotes, make sure you center your company name and address as shown in the example. You may have to experiment until you are satisfied with what you get. ESTIMATE NAMES FILE This file contains the name and various direct and indirect cost burden factors used in their respective estimate costs. As shown in the example main estimate, direct burdens become part of the direct costs in the estimates. Indirect cost factors are only added at the end of the estimates and used on the totals only, which contain the costs of direct burdens as well. The comment field can be used for brief notes, customers, etc. The information will only be printed on the estimates for later references. Use the main menu option to access the file. As stated above, use the INS, DEL and ENTER keys for file maintenance. You can use letters and numbers to create the estimate numbers. MASTER FILE Use the main menu option to access the file. For most users, this will be the largest file used. Besides the normal keyboard keys described above, a locator field is also available at the top of the record table window. Use it to locate records faster. You may also want to be in the area of the records when making new additions with the INS key. This can be very useful for not trying to enter duplicate records. Keep in mind that these records can be easily created when entering estimate items. This can make it very easy to build a comprehensive master file as items are needed. A few dummy records for each cost type can be useful when you do not want to add a master record to your file for some obscure items. ESTIMATE FILE If you have been thru the preliminary instructions using the example estimate included, you are probably familiar with it's use by now. As mentioned earlier, <B>id type records should be used as the first entry in each item. It's quantity is then used to extend the cost item quantities to reflect the total estimated quantities and costs. Please read the important concepts above for more information. The understanding and use of this concept cannot be overemphasized since it gives you so many capabilities in your estimates. Besides the <B>id type records, five cost types are provided; <E>quipment, <L>abor, <M>aterial, <O>ther, and <S>ubcontractors. As seen in the example main estimate, they can be used as needed. Separate cost estimates are also available for each type with the Estimate by types option. File listings can be sent to your printer from the file listings menu. The use of ram disks and other accellerated data file handlers should be avoided or they will defeat the extra safety features used for preventing file losses. When making backup copies of the data files (those with extensions of DAT), make sure the files with the extensions beginning with the letter K are also saved (K??) at the same time. CUSTOMER FILE If you plan on having a large customer name and address file, you will need to establish a numbering system. You may use letters and numbers for this purpose. No duplicates are allowed however. - - - - - - - - Avoid the use of large menu type programs which take up too much memory from your programs. This program requires the memory, and you may get an error message of not enough memory with the use of memory robbing programs...TSR's, etc. If you have a color system and the program does not come up in color, try entering MODE CO80 just prior to executing the program. If this problem is consistent with some of your programs, you may want to create bat files to run these programs with the above line of code just prior to the program name...see your DOS manual. CONFIG.SYS file As stated above, the program will not work without a proper CONFIG.SYS file in your root directory. It should contain lines of code such as: files=24 buffers=16 You can use your editor to check for these lines of code. The numbers are not critical and may be less. What's important is that you have this file. You can check for it's existence by simply entering TYPE CONFIG.SYS at the prompt of your root directory. If DOS returns a file not found message, you can copy the CONFIG.DTA file included with this application. After it has been copied into your root directory, rename it CONFIG.SYS. You must restart your system for this file to take effect. If you get an error message of too many files, you can rest assured that it's because this file is lacking or the above lines need to be placed in it. - - - - - - - - - - - - - - - If by chance you feel this program is too complex or more then what you need, give my popular PC-BID program a tryout. The shareware concept can be great for everyone. You get to try out programs before paying for their use and authors generally charge much less for them. When in doubt, contact the authors. Many shareware distributors can also be helpful in the validity of the authors. - - - - - - - Foreign orders: Add 5.00 for extra shipping and handling. Checks or money orders must be made out for U.S. currency. ================================================================ DISCLAIMER ---------------------------------------------------------------- USER ASSUMES ALL LIABILITIES IN THE USE OF THIS APPLICATION. DUE TO THE NATURE OF THIS PROGRAM AND THE MANY VARIOUS COMPUTERS AND OPERATING SYSTEMS BEING USED, IT IS THE USER'S RESPONSIBILITY TO INSURE THE FITNESS OF THE PROGRAM FOR IT'S INTENDED PURPOSE. THE APPLICATION HAS BEEN TESTED. HOWEVER, IT IS STILL THE USER'S RESPONSIBILITY TO UNDERSTAND AND USE IT PROPERLY. NO WARRANTIES ARE EXPRESSED OR IMPLIED. AS WITH ALL COMPUTERS, BACKUPS OF ALL IMPORTANT DATA FILES SHOULD BE MADE PERIODICALLY TO AVOID THEIR LOSSES. ================================================================ Other programs in this series by this author you may want to look into: EIMS Equipment Inventory & Maintenance Scheduler WYS-AR Easy account receivables EASY QUOTE Fast and easy product quotes EASY INVENTORY Easily used for in-house purposes FOREIGN ORDERS: Checks or money orders must be made out in U.S. currency. An additional 9.00 must be added for bank collection fees if not drawn on U.S. bank. Please add 5.00 for extra shipping costs of single orders.