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PC-FOOD II
Professional Food Costing
Version 8.0
User's Guide
(GUIDE.TXT)
CONTENTS
Product Support ............................................ 1
Overview ................................................... 2
Requirements ............................................... 3
Installation (please refer to the on-disk INSTALL.TXT file)
Getting Started ............................................ 4
Operation:
General Commands/Navigating ...................... 5
Ingredient ....................................... 6
Recipe ........................................... 7
Menu Item ........................................ 9
Menu Mix ......................................... 11
Miscellaneous .............................................. 13
Acknowledgements ........................................... 13
Page 1
PRODUCT SUPPORT
If you have questions about PC-FOOD II while evaluating the
shareware version or after purchasing the registered version,
please contact us using one of the following:
1) Electronic Mail (PREFERRED METHOD)
INTERNET 76467.2213@compuserve.com
CompuServe 76467,2213
2) U.S. Postal Service
3) Call us at 612-731-6822 (LEAST PREFERRED).
We do NOT return long-distance phone calls. However,
we will be happy to take your call and answer your
question(s).
4) Fax your question(s) to us at 612-731-6822.
Include your complete mailing address, as we will reply
via mail.
You may obtain the latest shareware version of PC-FOOD II from
our world wide web page at:
http://ourworld.compuserve.com/homepages/schreck/
Page 2
PROGRAM OVERVIEW
PC-FOOD II was developed as an easy to use alternative to high
priced, complex systems. If you hate the learning curve of
most software packages, you will love PC-FOOD II.
With PC-FOOD II you will no longer manually calculate food cost
each time ingredient costs change. Just compare invoice prices
with the ingredient listing in PC-FOOD II, edit any prices that
have changed, and PC-FOOD II will instantly update all
calculations throughout! PC-FOOD II is very easy to use!
In addition to calculating food cost (materials cost),
PC-FOOD II will also maintain two required selling prices for
each menu item. One selling price is based on a desired gross
profit dollar amount, while the other is based on a desired
gross profit percentage. Gross profit is selling price minus
food cost. The "price changes" feature of PC-FOOD II will
alert you to items which are outside of your pricing
specifications.
Pricing is an "art" not a science. PC-FOOD II is NOT capable
of determining appropriate prices for you. Don't forget
competition when pricing! Also, remember that gross profit
must cover all operating costs and provide you with your
desired profit. Don't confuse gross profit with net profit.
PC-FOOD II consists of three data files that are intricately
linked. Ingredients consist of your raw materials. You define
how you buy (what unit) and use ingredients. Version 8.0 now
handles physical inventory by allowing you to input your
on-hand quantity and extending a value at your latest cost.
Recipes use ingredients. Select from a pop-up sorted list of
ingredients and input the quantity used. You define a "usage
unit" for the recipe and tell PC-FOOD II how many of these
units are in this recipe "batch." Input a batch yield to
arrive at a net cost per usage unit.
Menu items are defined similarly to recipes. However, a menu
item may select input from recipes and or directly from
ingredients. After providing the current selling price for the
menu item, PC-FOOD II will calculate the actual gross profit
dollar amount and gross profit percent to sales. Next, input
a DESIRED gross profit dollar amount and or a DESIRED gross
profit percentage. PC-FOOD II will calculate the REQUIRED
selling prices to achieve those objectives.
Another feature of PC-FOOD II is the Menu Mix function which
will maintain an overall food cost, total revenue and total
gross profit for one or more menu item "mixes."
Page 3
REQUIREMENTS
MINIMUM REQUIREMENTS: IBM or compatible "286" (AT) or
compatible computer with 640K RAM, one 720K or 1.44MM 3.5"
floppy drive, hard drive and a printer.
PROGRAM CAPACITIES: From the Main Menu, PC-FOOD II displays
the minimum number of additional items which may be added.
This is the SUM of ingredients, recipes, and menu items.
Please note that if an item is deleted, the counter will not
release the record. Adding a new item after previously
deleting an item will likewise not reduce the counter.
Total capacity is dependent on available conventional memory.
With 517K of RAM available, approximately 2,000 items
(ingredients + recipes + menu items) may be added. Please
refer to your DOS/system manual for methods to increase
available conventional (640K) memory. Generally, you will
gain space for one additional item for each 64 bytes freed
(10 items per 1K).
DISK SPACE: The Main Menu displays available disk space.
Do not attempt to exceed available space! Always leave a
safety margin. Unpredictable results will occur if you
attempt to exceed available disk space, including loss or
corruption of data and program crash. Clean up your hard
drive to open up more storage space.
The "DAT" and "MMX" files MUST BE CONSIDERED AN INSEPARABLE
SET. To begin with all new data, delete all "DAT" files and
any "MMX" files.
When you back-up your data, ALWAYS backup and keep files with
".DAT" and ".MMX" file extensions together as a set. These
files require each other to maintain data integrity. If you
modify one of the files using PC-FOOD II while one or more of
the other files are unavailable, unpredictable results will
occur including certain data corruption.
PC-FOOD II uses the computer's system clock in several
functions. If you have not set the clock, please do so.
STARTING PC-FOOD II (from DOS) after installation:
C:\PCFOOD\PCFD <Enter>
STARTING PC-FOOD II (from Windows) after installation:
Simply click on the "Food Cost" icon.
Page 4
GETTING STARTED
Please read the "OPERATION" section before starting PC-FOOD II.
The most efficient method to begin the definition process is
with ingredients, then recipes and finally menu items. Recipes
use ingredients and menu items may use ingredients and or
recipes. As you work with the program, you will see that it
minimizes the need to constantly go back to define new
ingredients if they are defined first.
If you installed the DEMO data files, take a few minutes to
work with and review that data. When you are ready to begin
with your own data, you may simply add to or delete the demo
data from PC-FOOD II (item by item) or see the REQUIREMENTS
section for instructions on which files to delete from the
disk.
All data may be quickly edited as you setup PC-FOOD II. You
may find it necessary to input partial information for an item
then return to complete the item later. This can be quickly
accomplished within PC-FOOD II.
Recipes are not generally served as a single unit but are
instead used in menu items. Pizza, bread dough, sauces,
cookies, hot dish, etc., could all be defined as recipes.
Menu items are the final products sold (or served) as a
single unit. A single bowl of soup, an individual cookie,
a sandwich, pizza, beverage, steak dinner, etc., are all
menu item examples. To cost out an entire banquet, just
define a menu mix file containing your selected menu items
in any quantity.
Page 5
GENERAL COMMANDS/NAVIGATING
General On-line help is available whenever the F1=Help button
is displayed.
Data input fields and most "buttons" contain context sensitive
help. Just press F1 while the cursor is located in the field or
on the button. Press tab, back-tab, a directional arrow key or
click, to place the cursor in the desired field or button.
Mouse Tips:
* The right mouse button acts as Escape, taking you back one
step/screen.
* One click of the left mouse button selects a button choice or
locates the cursor to an input field.
* Double click the left mouse button on a list choice to
select/display it.
* Scrollable lists (ingredients, recipes, etc.) may be
navigated in many ways:
- Click the up or down scroll bar pointer to move up or down
in the list.
- Hold down the left button and drag the scroll bar "diamond"
up or down.
- Click on the horizontal border immediately above or below
the data in a scrollable window to move up or down.
Keyboard movement keys are all fully supported and include
PgUp, PgDn, Home, End, Tab, Back-Tab (shift-Tab) and the
directional arrows.
* Press <Enter> to select a scrollable list choice.
* Escape will always take you back one step/screen.
* To quickly search for an item by DESCRIPTION in a scrollable
listing, just press the key representing the first character
of the description. You will step through the listing
stopping on each item that begins with the search character.
Page 6
INGREDIENT
From the Ingredient Listing, you have several options:
F2=Sort: The selected sort is automatically saved. Subsequent
inserting of ingredients in recipes or menu items will use
this sort.
F3=New: Define a new ingredient. If you use the same
ingredient in more than one "usage unit," you may want to
define the same item more than once (i.e. piece & ounce,
etc.) for the same description/dept/vendor.
F4=Delete: You will not be able to delete an item that is used
in a recipe or menu item. Do not override by changing the
description from "sugar" to "peas" because every recipe or
menu item that used sugar will now use peas!
F5=Used: List all recipes and menu items that use the
highlighted ingredient.
F8=Export: Saves the selected fields for all ingredients to a
comma delimited file. Import this data to a spreadsheet or
other program for additional report generation, etc.
F9=Value: Ingredients are selected in the same manner as in
printing (see F10=Print). Your latest input quantity and
cost is used for the calculation.
F10=Print: Report choices are determined by the location of
the highlight bar in the ingredient listing. To print an
individual ingredient, place the highlight bar on the
specific item. To print all records where department =
"produce," place the highlight bar on ANY "produce" item.
Likewise, to print all items where the department =
"produce" AND the vendor = "GFG," place the highlight bar
on ANY ingredient that is both "produce" and from "GFG."
Select Item Master "M" or Inventory "I" report. The
inventory report is very useful as an input form. Pencil
your latest quantity and cost below each existing value on
the report. Then input the data to PC-FOOD II using the
same sort.
Page 7
RECIPE
From the Recipe Listing you have several options:
F2=Sort: Double click or press <Enter> on your choice. Your
sort selection is automatically saved for use each time the
recipe listing is displayed. Inserting recipes in menu
items will also use this recipe listing sort.
F3=New: Define a new recipe.
Begin the definition of a new recipe by entering the
description, department, usage unit, quantity of usage units
per batch and batch yield. Then press F6 to save. Continue
with the definition by inserting ingredients (F3). Edit any
field in the lower box by pressing F7.
Recipes may contain up to 30 ingredients in the scrollable
list. The scroll bar will display when the number of
ingredients exceeds the size of the recipe "window." Press
F7 (or click F7=Edit) to move from the scrollable window to
the input fields (description, dept, usage unit, gross qty,
yield, notes). While in the scrollable window, press <Enter>
or double click to edit the usage quantity of the
highlighted ingredient.
Commands available at the detailed Recipe level:
-----------------------------------------------------------
F3=Insert Ingredient: Select an ingredient from the
scrollable listing. You may change the ingredient sort
order within the ingredient listing section of PC-FOOD II.
After selecting an ingredient, you will be prompted to
input a usage quantity for the ingredient. Press F6 (or
click F6=Save) to save the recipe with the new ingredient.
The recipe will re-display with the inserted ingredient
located at the highlighted bar location in the scrollable
window.
F4=Delete: Delete the ingredient that is highlighted in the
scrollable window. The recipe will then re-display
without the ingredient.
F7=Edit: Allows access to the description, dept, usage unit,
gross quantity, yield and note fields for editing. Press
F1 in any field for additional help.
F8=Previous: Steps backward through the recipe listing at
the detail level.
F10=Next: Steps forward through the recipe listing at the
detail level.
-----------------------------------------------------------
Page 8
RECIPE (continued)
Continued: Recipe Listing command options:
F4=Delete: You will not be able to delete an item that is used
in a menu item. Do not override by changing the description
from "chicken soup" to "chocolate cake" because every menu
item that used chicken soup will now use chocolate cake!
F5=Show Uses: List all menu items that use the recipe.
F10=Print: Report choices are determined by the location of
the highlight bar in the recipe listing. To print an
individual recipe, place the highlight bar on the specific
item. To print all records where department = "soup" place
the highlight bar on ANY "soup" item. After placing the
highlight bar, press F10=Print. From the printing screen,
click or press <Enter> in the report selection field and
choose the desired report. The current recipe sort order
is used for printing all reports.
Page 9
MENU ITEM
From the Menu Item Listing, you have several options:
F2=Sort: Double click or press <Enter> on your choice. Your
sort selection is automatically saved for use each time the
menu item listing is displayed. Inserting menu items in
a menu mix file will also use this sort order.
F3=New: Define a new menu item.
Begin the definition of a menu item by entering the
description, department, etc. Then press F6 to save and
begin inserting ingredients and or recipes. Menu items may
contain up to 30 ingredients and or recipes. The source
(SRC) column will display an "R" if the item is a recipe or
an "I" for ingredient. Press F7 (or click F7=Edit) to move
from the scrollable window to the input fields (description,
dept, selling price, desired gross profit $, desired gross
profit %, notes). While in the scrollable window, press
<Enter> or double click to edit the usage quantity of the
highlighted ingredient/recipe.
Commands available at the detailed Menu Item level:
-----------------------------------------------------------
F3=Insert Ingr: Select an ingredient from the scrollable
listing. You will next be prompted to input a usage
quantity for the ingredient. Press F6 (or click F6=Save)
to save the menu item with the new ingredient. The menu
item will re-display with the inserted ingredient located
at the highlighted bar location in the scrollable window.
The current sort order is used to display the scrollable
list of ingredients.
F4=Delete I/R: Delete the ingredient/recipe that is
highlighted in the window. The menu item will then
redisplay without the ingredient/recipe.
F7=Edit: Access the description, dept, selling price,
desired gross profit $, desired gross profit % and note
fields. Press F1 in any field for additional help.
F8=Previous: Steps backward through the menu item listing
at the detail level.
F9=Insert Recipe: Same as inserting an ingredient
(see above). The current recipe sort order is used to
display the scrollable list of recipes. You may change
the sort within the recipe section of PC-FOOD II.
F10=Next: Steps forward through the menu item listing at
the detail level.
-----------------------------------------------------------
Page 10
MENU ITEM (continued)
Continued: Menu Item Listing command options:
F4=Delete: Deleting a menu item also deletes it from any and
all menu mix files. PC-FOOD II does NOT warn you if a menu
mix file is using the item.
F9=Price changes: Display or print required price changes.
PC-FOOD II does NOT recommend prices or profits. YOU must
determine appropriate pricing.
F10=Print: Report choices are determined by the location of
the highlight bar in the menu item listing. To print an
individual item, place the highlight bar on the specific
item. To print all records where department = "beverage"
place the highlight bar on ANY "beverage" item. After
placing the highlight bar, press F10=Print. From the
printing screen, click or press <Enter> in the report
selection field and choose the desired report. The current
menu item sort order is used for printing all reports.
Page 11
MENU MIX
Menu mix files provide the total revenue, total food cost, and
total gross profit (revenue - food cost) for a "mix" of menu
items.
This is extremely useful for doing "what if's" with a time
period of sales or estimating for banquets, school lunch
programs, etc. DON'T FORGET that gross profit must cover all
other operating expenses and provide you with your desired
operating profit.
As you edit data throughout PC-FOOD II, all related data is
updated. Changing an ingredient cost will update recipes
using the ingredient, update menu items using that recipe,
and update menu mix files using that menu item!
Press <Enter> or double click a file to select: The file will
be loaded and you may edit it as desired.
From the main Menu Mix screen you have two options (plus help):
F3=New File: Input a file name. If the file name is valid,
you will be taken directly to the edit/define menu mix screen.
Commands available at the detailed Menu Mix level:
-----------------------------------------------------------
Press <Enter> or double click to edit the usage quantity of
the highlighted menu item.
F3=Insert Item: Select a menu item from the scrollable
listing. You will next be prompted to input a usage
quantity for the menu item. Press F6 (or click F6=Save)
to save the mix file with the new menu item. The mix
file will redisplay with the inserted menu item located
at the highlighted bar location in the scrollable window.
The current sort order is used to display the scrollable
list of menu items. Change the sort within the menu item
section of PC-FOOD II.
F4=Delete Item: Delete the menu item that is highlighted in
the scrollable window. The mix file will then redisplay
without the menu item.
F10=Print: Print the currently displayed menu mix file.
-----------------------------------------------------------
F4=Delete File: Delete the highlighted file from the disk.
Page 12
MENU MIX (continued)
NOTE:
The message "****** CONFIRM THIS ITEM": Each menu mix file
saves the menu item description and record number of each
item used. A menu item deleted from PC-FOOD II will no
longer exist in a mix file. However, because menu item
record numbers are "recycled," the mix file may now contain
an undesired item. Press <Enter> to view, then F6 to save if
the item is desired. If the item is not desired, press Esc
then "F4=Delete Item" to remove it. This message also
appears if ANY change has been made to the menu item
description.
Page 13
MISCELLANEOUS
DON'T MISS THESE IMPORTANT POINTS:
1) Be sure to try finding an ingredient, recipe or menu item
by just pressing the key representing the first character
of the description. Continue to press the key to step
through the listing.
2) When using a mouse, double click to select a list choice.
Single click to select a button choice or to answer a
(Y / N) question.
3) The location of the highlight bar determines the selections
available for printed reports in ingredients, recipes and
menu items.
4) When printing, the "lines per page" may be set for fewer
lines than are available per page to add additional blank
lines after a page number. Do not set the "lines per page"
to exceed your printer's normal lines per page (normally 66
for a dot matrix and 60 for a laser).
5) IF YOU INTEND TO EXPORT INGREDIENTS BY USING F8=EXPORT, DO
NOT USE DOUBLE QUOTATIONS (") IN ANY INGREDIENT TEXT FIELD.
THE DOUBLE QUOTE CHARACTER SIGNALS THE END OF A TEXT FIELD
FOR MANY PROGRAMS. IMPORTING THE INGREDIENTS THAT CONTAIN
DOUBLE QUOTES WITHIN A DESCRIPTION OR NOTE WILL MOST LIKELY
CAUSE THE RECORD TO IMPORT INCORRECTLY TO YOUR SPREADSHEET
PROGRAM.
6) A numeric field that displays a preceeding "%" sign
contains a value that has overflowed the display. The
value may also be negative in adddition to being too large
for the display. Examine the item containing the overflow
for reasonableness. PC-FOOD II was designed for food
costing, not for space shuttle development. The fields
should allow for display if the values are reasonable.
ACKNOWLEDGEMENTS
IBM, IBM-AT, IBM 286 are trademarks of the International
Business Machines Corporation.
MS-DOS and Microsoft Windows are trademarks of Microsoft
Corporation.
