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Documentation For Job Cost Version 2.01
Version 2.01 of the Job Cost Program is an improvement
over the previous Version 1.0 and 1.5. This is a full Working
program that works real well. I have not tested it under a variety of
different computer setups. So if it will preform correctly on your
setup I don't know. Some of these files are not 100 % compatible
with the files of Version 1.0. This updated Version is 100% compatible
with the JobPay program that integrates with this program. First you
will have to enter all of your default information in this program
before you get started. This program will keep track of labor and
material expense on jobs. It will work well for the small to medium
contractor although, It should work for a large company too. Note at
the end of this Documentation, I have all the features that are on
the Registered Version of this Product.
Table of Contents
File Menu
1. Company Id
2. Backup Files
3. Restore Files
4. Shell To Dos
5. Quit Program
6. Print Regist.Form
Edit Menu
1. Inventory Products
2. Customers
3. Employees
4. Workmans Compensation
5. Mark Up Codes
6. Vendors
7. Service Codes
Transaction Menu
1. Inventory Products
2. Labor Expense
3. Material Expense
4. Customer Receipts
5. Vendor Payments
6. Purchase Orders
7. Invoicing Module
Next Numbers
1. Invoice Numbers
2. Purchase Numbers
3. Customer Receipts Numbers
4. Payables Numbers
Reports Menu
1. Customer listing
2. Employee Listing
3. Labor Expense
4. Material Expense
5. Product Listing
6. Mark Up Codes
7. Workmans Comp Report
Files Menu
1. Company Id is where you enter your company information. Name,
address, Phone number, and etc. The program will access this
information when printing your company name on the Invoices and
the purchase orders.
2. Backup Data File will let you backup your data from inside the
program. Go and Highlight the Backup Files and Hit Enter. The program
will prompt you to insert a disk in drive A. The program will then backup
your files. The program uses your dos backup command which will have
to be in your path statement, in your Autoexec.bat file. I recommend
backing up your Data Files At least once a week.
** Note Dos 6.0 Users**
The Backup in this program will not work with Dos 6.0. Microsoft has
included a new version of the backup program. The previous versions
will not work running Dos 6.0.
3. Restore Data Files will restore your Data Files in case you lose
them for some reason. You will have to have first Backed them Up to a
floppy disk before you can restore them.
** Note Dos 6.0 Users**
The Restore in this program will not work running Dos 6.0. Microsoft
has included a new version of the Backup and Restore Programs with Dos 6.0.
The previous version of the Restore command will not work running Dos 6.0.
4. Shell to Dos is a feature that allows you to shell out of your
program. You can them run another Dos command. You will not be able to
run another large program because this program will still be in memory.
5. Quit program does exactly what it says it will exit the program.
6. Print Regist.Form Prints the registration form. When you
register you will receive more detailed Manual Documentation on each
feature and how it operates and the files it relates to. You will
also receive free telephone support. You will receive a registration
number which you will be required to give when you need support.
This is to verify you are a registered user of the program. You also
will be informed of future additions and updates. We would also
invite your suggestions to additional features or changes to the program.
Edit Menu
1. Product entry is where you will enter the products that you would
wish to bill out of inventory and keep track of. You don't have to
use the inventory module if you don't want to. You will enter all
the information about the product such as price, selling information
for each product. You will also enter your starting quantity for this
item and the program will figure your onhand dollars of Item. This
file is also used to keep a running total of items so you will not
be able to sell 10 items if you only have 5. The inventory products
ties in with this module so when you receive products you enter them
in that file and it posts to this file. You will need to register this
program to be able to keep totals on your inventory. Both of these files
work they just need to be activated to keep the totals. This is a Very
useful for the contractor for tracking Job Costs.
2. Customers Entry File is where you enter the information of your
customers. Enter name, address, phone number, credit limit. You will not
be able to bill out a invoice if you first don't have you customers in
the file.
3. Employee File is where you enter the information for each employee.
Enter name,address,phone,pay rate and so on. The other files that
track the Labor Expense of the job access this file to get employee
name and pay rate. The program can then compute the wages for employee.
You will have to have your employees entered in the file before you
will be able to enter any Labor Expense on any Jobs. Also the payroll
program that integrates with this program accesses this file. The
program gets the time for the employee and pay rate and it will compute
the wages and all the withholding taxes and print the payroll checks.
4. Workmans Compensation File is where you will enter the different
rates for workmans compensation insurance. You will need to develop
a code system for entering each item. The program will not let you
enter the same code twice in the file. If you are one of those that
pays workmans comp you will enjoy this feature. It will give you a
report on what each employee is making and what they are costing
you with the workmans comp.
5. Mark up Codes File is a feature I put in here so you can add a
percentage on to all the material and labor that goes into a job for
the overhead. You don't have to use this file. Say for example you
used a code of 5 to add .05 to all the material and labor for a job.
The job total was 5,000.00 the programs would have added 250.00 for
your overhead.
6. Service Codes File is for the service man who say preforms services
of like nature. Services he would have the same price on. For example
here in Louisiana it is a big business for exterminators to come
spray your house for insects once a month. They charge a monthly fee
for this. You could set up a service code for this and then at the end
of the month you would just need to print the invoices and send them out.
7. Inventory Products is where you will enter each time you receive
any products. The program will post them to the appropriate files. This
file will also keep track of your charges that you owe to your vendors
where you buy your material.
Transaction Menu
1. Labor Expense File is where you will enter the labor for each
employee on each job. The programs will then keep track of the labor
expense for each employee for each job. You can also use the markup
file in the screen and the program will calculate the percentage of
markup that you have entered.
2. Material Expense File is where you will enter all the material that
you put into a job. The programs will keep track of all charges. You can
also use the markup file in this screen to calculate a percentage for
your overhead costs. The program will give you a detailed report on
each entry you have for each job. The program will calculate the total
for it so you can see if you are coming out on what you had figured for
the job.
3. Customer Receipts is a added feature from the old version. This file
is for customers that buy from you or you do work for and they charge
there bill for the time being. You will enter the customer code in the
customer code field. Then enter date and enter how much they paid you.
The program then goes out in the invoice file and picks up all unpaid
invoices that match that customer. They are then displayed on the bottom
portion of the screen and you can enter the invoices where you are
applying the payment to. You have two more fields under the amount they
paid you. The applied field will change as you enter the amounts credited
to the invoices. The bottom field will be how much is left to apply. When
bottom field = 0 you have no more to apply. The program will also
calculate the amount left on the invoices to pay. This feature is like
the one on the payables, and inventory you will have to register to get
the account tracking and balance keeping features. Otherwise the files
work just like they are supposed to only they just don't save the
information to disk. Other wise this is a full working program.
4. Payments is just like the Customer Receipts module above. It
will keep track of all money the you owe to your Vendors. It will also
bring up the Invoice and amounts just like the Customer Receipts module.
Only it will not save to disk the information. When you register you
will receive these features.
5. Purchase Orders will generate Purchase order and print then out.
This file is not tied into the product file so you don't have to worry
about putting in a product number. Many times these are items that are
special order and not a stock Item anyway. This Shareware version is
set up to print out the purchase orders on plain paper. On the
registered version you will have the option of printing on plain paper
or printing on forms. The programs is presently formatted to Nebs
computer forms which you can order directly from them.
6. Invoices like purchase orders is set up on this shareware version
to print out on plain paper. On the registered version you have the
option of printing them out on plain paper or on preprinted form from
Nebs. This module you will enter a customer code and the program will
go get the customer name, address. When you get to enter products you
will enter a product code. If the product code is not is the datafile you
will get a dialog box that will state the product code is not in the
inventory file. It will prompt you if you want to invoice a non stock
item and will have a yes or a no. If you hit enter while the cursor is
on yes then the program will accept the code you entered even though
it is not in the inventory file. If you tab over to No and hit enter it
will go back to the code field and wait for you to enter another code. If
you enter a non stock item you will have to fill in the description field
and the price field. I thought it would be nice to have this feature in
the program so you could still invoice out a item even if you did not
have it in the database. When you get ready to print out the invoice
tab down Print or hit F10. You can also use your mouse. Put your mouse
cursor on the print and hit the first mouse button and the Invoice will
print out. It also saves the Invoice to the disk. You can also save the
invoice by hitting F3 or using your mouse and it will save the invoice
without printing it out. You can use this way if you want to print out
invoices at the end of the month. The Registered Version will also let
you invoice out of the Labor Expense File and the Material Expense Files.
Say you want to Invoice your customers once a week or once every two
weeks. You will enter a code in the product field and it will go to the
Labor File and pick out every transaction not flagged as Invoiced.
It will go into the Material File and Pick out the Invoices not flagged
as Invoiced. This will save you the time of going into the other Files
and printing out the report and then entering the transaction in the
Invoicing Module. Then the programs once it has got the Information out
of the Labor File and Material File and you print the Invoice. It will
go to the labor file and material file and flag them as Invoiced. The
next time you Create a Invoice for this Customer and you get Information
out of these files the program will skip over the flagged files records.
Next Numbers Menu
1. You can change the starting Invoice number to what you want.
If the program won't take a number that the program tries to give it
then you can go into this file and change the number up one. The program
won't let you give two Invoices the same number. The program will
sequence the number up one from the last number.
2. You can change the starting Purchase Order Number to what you want.
Like the Invoice file if the program won't take the number the program
tried to give it then just change the number up one in this file. The
program will give the next number always one more than the last one.
3. You can can change the starting Customer Receipts numbers to what
you want to start with. If the program won't take the number the program
tries to give it then just change the number up one in this file. The
program will give the next number always one more than the last one.
4. You can change the starting Payables Number to what you want to
start with. If the program won't take the number the program tries to
give it then just change the number up one in this file. The program
will give the next number always one more than the last one.
Report Menu
1. Customer Listing report will print you a complete customer listing
report from the DataBase File. On the registered version it will also
sort the customer list. Just highlight the customer listing and hit enter.
You will get a little dialog box come up and ask you if your printer
is ready to print. You will have a yes and no option if you hit yes then
the report will go on out to the printer. If you decided not to run the
report or your printer wasn't ready tab over to no and hit enter. The
program will return to the main menu.
2. Employee Listing will report on each employee in the database.
It will print the employee name, address, phone number, and pay
rate. Just arrow over to the report menu go down to the Employee
Listing and press enter. You will get a dialog box asking if your
printer is ready to print yes or no. Hit enter on the yes box and
the report will go to the printer. If you decide not to print or
printer is not ready tab to no and hit enter. The program will return
to the main menu.
3. Labor Expense will give a listing by job of the labor entries in
the labor expense file. Go to the report menu go down to the Labor
Expense and hit enter. You will get a dialog box asking for some
information before running the report. You will enter the Job Code
for the Job which is the Customer number you entered into the Labor
entry screen. In this file I will refer to this as the Job code. You will
enter the starting and ending date you want the report run from.
The cursor will be on the process box hit enter. You will get another
dialog box pop up asking if your printer is ready. Hit enter on the Yes
box and the Report will go to the printer. If you tab to the no box and
Hit enter the program will return to the main menu. Also on this report
it will calculate two totals on the report. One for the employees wages
and one for the employees wages plus the markup expense.
4. Material Expense will give a listing by job of the Material entries
in the material expense file. Go to the report menu. Arrow down to the
material expense and hit enter. You will get a dialog box asking for
some information before running the report. You will need to enter
the Job Code for the Job you want to run report on. The Job code is the
same code as you entered in the customer field in the material expense
file. In this report I refer to this code as the Job Code. You will
enter the starting date and ending date for the report. The program
will go and get each transaction entry that falls between these two
dates. The cursor will go to the process box hit enter. Another dialog
box will come up on the screen and ask if your printer is ready to print.
Hit enter while cursor is on the yes box and report will be processed
and printed. Tab over to no and program will return to the main menu.
This report also will calculate totals for material without markup and
also material with markup prices.
5. Product Listing Will give a report on the inventory file of all
products that you have entered in the inventory file. The report will
give a listing of the product code ,product description,cost of item,
sale price, how many you have on hand, and the onhand dollars
of each item. The program also calculates a total dollars figure of all
products in the inventory file. Go to the report menu go down to
product listing and hit enter. You will get a dialog box come up asking
if your printer is ready to print. Hit enter while cursor is on the yes
box and the report will be generated and printed. Tab over to no and
hit enter and program will return to the main menu.
6. Markup Rates report will give a report listing of all the markup
rates you have entered in the markup file. The report will have the
markup code and the Rate of markup. Go to the report menu go down to the
markup rates and hit enter. You will get a dialog box asking you if your
printer is ready to print. Hit enter on the yes box and the report will
be generated and printed. Tab over to no and the program will return to
the main menu.
7. Workmans Comp Rates listing will report on the workmans comp file. It
will printout the code, the description of work, rate of work.
Go to the report menu go down to the Workmans Comp and hit enter. You
will get a dialog box asking if the printer is ready. Hit enter on the
yes box and report will be generated. Tab over to no and program will
return to the main menu.
<< Posting Menu >>
Notice The posting Feature is not in this Version. The program will
put the appropriate entry in each File so the information is saved to
disk. This way if you write a Invoice for some cabinet hinges and you
only have 25 pair and you invoiced out 15 pair, your file would still
show 25 pair till this entry was posted. The way I have handle it now
is When you bill out 15 pair The file will only show 10 pair left. I
have found out this is a more accurate way to handle this. You will
have to register to get the inventory tracking feature. The file will
still work right the way it is. It just don't keep track of the inventory
when you invoice products.
Function Keys
F1. Calls up a little Help Message concerning what you are attempting
to do.
F2. F2 will clear all field on the screen and set the screen for input
of records. If the screen has some information on it the program will
ask you if you want to save the record before it clears the fields. Hit
enter on the yes box and the program will save the record. Tab over to
no and hit enter and the program will clear all fields and set the
screen to accept another record input.
F3. Will save the current record on the screen and clear the fields
and initialize the screen to accept another record input. The record
will be saved at the end of the file. Unless You have called up a
previous record and changed some information in it. Then F3 will save
the revised record at the same location overwriting the old one.
F4. Will call up a little dialog box that will ask you to input a record
number of the record you want to call up. Enter the record number in
the box and hit enter and it will retrieve that record.
F5. Will up a pop up calculator that I thought would be nice so if you
need to figure something right fast you have a built in calculator. When
you get done with you calculations just hit ESC and the calculator will
disappear and you can resume with your entry.
F10. In the Invoicing Module and the Purchase Order Module F10 and the
process box are the same. This will process the Invoice or the Purchase
Order and it will also save the record to disk and clear the screen to
get ready for the next entry.
ESC. Will always get you out of a screen and back to the main menu
although if your menu bar is still highlighted a choice and you hit esc
it will call the screen back up.
**** Added Feature From Version 1.5****
I have added a Error Handler Routine in this Version. If the Program
encounters an Error, The program goes to the Error Routine. You will get
a pop up dialog box showing an Error occurred. It will tell you which
Error it encountered and the number of the Error. I have most of the
most common errors that a program will encounter established in the
program. If it is an error that I do not have in the program you will
get a dialog box that says a system error has occurred. You will just
hit Enter and the program will return to the main menu. You can try
again on what you was doing. Before, the program would kick you out to
dos if it encountered a Error. I also have a Error Code File in this
version. If you continue to get a error in the program this file will
keep track of the date, time, and the error code number everytime an
error happens. I can then determine by the error code number what went
wrong and correct the problem.
<<< Features That are with the Registered Version >>>
1. The opening Screen is Changed in that it does not have the Shareware
version on it. It will have your Registration Number on it. It will not
have the Print Registration on the Pulldown Menus. On the report menu
it will have 3 more items on it .
1. Accounts Aging Report
Which will give you a report on the status of the accounts in the
database which customers owe what and how long they have owed it for.
2. Accounts Payable Report will show what Vendors and the Invoices that
are due by due date and will show how much your account balance is and
for how long.
3. The ability to print Monthly Statements for the contractors that
send out monthly statements.
2.The accounts tracking feature of the program will work in keeping track
of the accounts and how much customers owe. For example you go into the
accounts receivable file and you want to enter a check that the
customer gives you. You enter the customer code and the program brings
up the amount. Lets say the customer pays you 1000.00 dollars. You will
enter 1000.00 in the amount field. There are three invoices one for 250.00
one for 500.00 and one for 400.00. These invoices will come up on the
screen and you will go to the first one and apply 250.00 the to apply
field will now show 750.00 left to apply we will go to the 500.00 invoice
and enter 500.00 applied to this invoice. The left to apply field will
now show 250.00 left to apply. We still have a invoice for 400.00. We
will mark 250.00 paid on that invoice because that is all we have left
to apply. That will leave a balance of 150.00 on this invoice. The
program will mark all invoices that have 0.00 balance paid so the next
time this customer pays you and you bring up his account it will just
pick up the 400.00 invoice and it will show a balance of 150.00 left on
it. The accounts payable module works the same way only it is working
with the accounts you owe you vendors. But on this ShareWare Version
this feature is not active. You can go into the file and pull up the
invoices so you can see how it works. It just will not mark them paid.
Also with the registered version you have the choice to print invoices
and statements on preprinted forms.
Price for the Job Cost Program is 99.00 + 4.00 shipping
Price for the Payroll Program is 99.00 + 4.00 shipping
Price for Both Programs will be if bought together as one package
179.00 + 4.00 shipping. Separate Prices would be 198.00 + 8.00
shipping.
To Register just go to the File menu and go down to the Register
Program menu and hit enter. You will get a screen that you fill in your
name and address specify which program you want and what disk size you
want. When you have filled in the blanks hit enter on Print
Registration Form and it will print out.
<< About the Job Pay Program That Integrated With this Program >>
The Job Pay Program is a Payroll Program that will print the Employee
checks and figure there withholding taxes. It will keep track of the
withholding by, month to date and year to date. You will have to enter
the tax table information in the tax file. The program will prompt you
when you are going to generate the payroll checks if you want to
generate from the labor expense file. If you answer yes to this the
program will go to the labor expense file and find all this employee's
labor records that are not marked as already generated. It will use these
hours and compute the withholdings and write the check for the net
amount. It will have on the stub of the check the employee's gross
amount of pay, his year to date FICA,State Medicare and any other taxes
that the employee needs withheld. You can also generate a employee check
by answering no to the use labor expense file. You will just enter the
amount of hours the employee has. The program will figure the withholding
taxes just like it would if you used the labor expense file. It will
still keep track of the month to date and the year to date taxes
withheld. The JobPay will also print the W-2 Forms out at the end of the
year. It will also generate reports on the Employee's printing out
there earning status and withholding information at any time. The JobPay
Program also has the capability of generating Misc checks that you can
print out for material or other expenses. The program is formatted to use
Nebs Forms Both on the Job Cost Program and the JobPay Program.
Send To:
BayouSoft Software
Errol Unruh
Rt 2 box 125
DeRidder, La. 70634
Without Registered Users we would not be able to upgrade or produce new
Software.
We also will customize this program for your very need if you would
want some features changed or add new ones to it. Just describe the
best you can on paper and mail to use and we will give you a quote on
the changes. We also welcome feedback from our users as to what we
could add to the program to make it more useful.
Thank You For Your Support
Errol Unruh
>>>>>>>>>>>>> DISCLAIMER <<<<<<<<<<<<<
BAYOUSOFT SOFTWARE AND THE AUTHOR ARE FREE FROM ANY LIABILITY THAT MIGHT
ARISE FROM USING THIS PRODUCT. THIS PRODUCT MAY NOT FIT YOUR NEED OR
THE COMPUTER SETUP YOU HAVE.ALTHOUGH WE WILL REPLACE ANY DAMAGED
PROGRAM DISKETTE OR PROGRAM FILES. YOU WILL HAVE TO TRY THIS PROGRAM
OUT AND SEE IF YOU CAN USE IT. BAYOUSOFT IS NOT RESPONSIBLE FOR ANY
LOST PROFITS AND LOST TIME OR ANY OTHER LOSS INCURRED FROM THE USE OF
THIS PRODUCT
