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ProDev*QUOTE Quotation System
Version 5.0
To Rapidly Produce Quotations
For Any Size Business
A Shareware Product Of
And Copyright 1993 By
PRO DEV Software
545 Grover Road
Muskegon, MI 49442
George Abbott
616-788-2243
8:00-5:00 M-F Eastern Time USA
ELECTRICAL, PLUMBING, HEATING & AIR CONDITIONING CONTRACTORS
See Page 24 for information on Price Services
ProDev*QUOTE Quotation System
Version 5.0 For PC Or MS-DOS
A PRODUCT OF
PRO DEV Software
545 Grover Road
Muskegon MI 49442-9427
Information in this document is subject to change without notice
and does not represent a commitment on the part of PRO DEV
Software. This is user supported Shareware software and copies are
encouraged.
Copyright 1993 by PRO DEV Software
If you have a "Free" copy, are using it beyond the evaluation
stage, send your Registration Fee of $65.00 plus $5.00 Shipping and
Handling (for each copy in use) to the above address. You will be
eligible for technical support and will be notified of low cost
upgrades. The registered copy will not require the opening screen
random number.
LIMITED WARRANTY
PRO DEV SOFTWARE SHALL HAVE NO LIABILITY OR RESPONSIBILITY TO THE
PURCHASER OR TO ANY OTHER PERSON OR ENTITY WITH RESPECT TO ANY
LIABILITY, LOSS OR DAMAGE CAUSED BY THIS PRODUCT, INCLUDING BUT NOT
LIMITED TO ANY INTERRUPTION OF SERVICE, LOSS OF BUSINESS OR
ANTICIPATORY PROFITS OR CONSEQUENTIAL DAMAGES RESULTING FROM THE
USE OF THIS PRODUCT. ONLY THE ORIGINAL DISKS SUPPLIED BY PRO DEV
SOFTWARE WILL BE EXCHANGED WITHIN SIX MONTHS FROM THE DATE OF
PURCHASE IF DEFECTIVE IN MANUFACTURE, LABELING, OR PACKAGING, BUT
EXCEPT FOR SUCH REPLACEMENT THE SALE OR SUBSEQUENT USE OF THIS
SERIES OF PROGRAMS IS WITHOUT WARRANTY OR LIABILITY.
THE ABOVE IS A LIMITED WARRANTY AND THE ONLY WARRANTY MADE BY PRO
DEV SOFTWARE. ANY AND ALL WARRANTIES FOR MERCHANTABILITY AND/OR
FITNESS FOR A PARTICULAR PURPOSE ARE EXPRESSLY EXCLUDED. THE USER
IS EXPECTED TO READ AND UNDERSTAND THE MATHEMATICAL RELATIONSHIPS
AS COVERED IN SECTION 8 OF THIS MANUAL. FAILURE TO UNDERSTAND
THESE RELATIONSHIPS COULD CAUSE THE USER TO BE LIABLE FOR
UNDERSTATING OR OVERSTATING QUOTATIONS.
"IBM PC" and "PC-DOS" are registered trademarks of the IBM Corp.
and "MS-DOS" is a registered trademark of the Microsoft Corp.
SYSTEM REQUIREMENTS
ProDev*QUOTE requires 520K of RAM (with little memory resident
software), MS-DOS or PC-DOS Version 3.3 or higher, a hard disk
drive and a printer.
Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
Table Of Contents
1. Introduction . . . . . . . . . . . . . . . . . . . . . . . 1
2. Installation Instructions . . . . . . . . . . . . . . . . 3
2.1 Pre-Registration Support . . . . . . . . . . . . . . 3
2.2 System Files . . . . . . . . . . . . . . . . . . . . 4
The CONFIG.SYS File . . . . . . . . . . . . . . . . . 4
Tandy Computer Considerations . . . . . . . . . . . . 4
The AUTOEXEC.BAT File . . . . . . . . . . . . . . . . 5
2.3 First Time Program Set-Up Options . . . . . . . . . . 6
Color/Monochrome Monitor . . . . . . . . . . . . . . 8
Data & Quote File Drive & Path . . . . . . . . . . . 8
.TXT File Drive & Path . . . . . . . . . . . . . . . 8
Backup Drive & Path . . . . . . . . . . . . . . . . . 9
Move Quotes Drive & Path . . . . . . . . . . . . . . 9
Printer Action Table . . . . . . . . . . . . . . . . 9
Change Field Titles . . . . . . . . . . . . . . . . . 10
3. Loading The Data Base Masters . . . . . . . . . . . . . . 12
3.1 Loading Labor Rate Masters . . . . . . . . . . . . . 13
3.2 Loading the Return-On-Sale Master Records . . . . . . 14
3.3 Loading the Supplier Master Records . . . . . . . . . 16
3.4 Loading The Material (Part) Master Records . . . . . 18
4. Modifying Or Deleting Data Base Masters . . . . . . . . . 25
4.1 Modify Or Delete Material Masters . . . . . . . . . . 25
Modify Automatic Labor Units . . . . . . . . . . . . 26
4.2 Modify Or Delete Supplier Masters . . . . . . . . . . 27
4.3 Modify Or Delete Labor Masters . . . . . . . . . . . 28
4.4 Modify Or Delete Return-On-Sale Masters . . . . . . . 29
5. Creating A New Quotation . . . . . . . . . . . . . . . . . 30
5.1 Quotation Number . . . . . . . . . . . . . . . . . . 30
5.2 Customer's Name . . . . . . . . . . . . . . . . . . . 31
5.3 Quote Description . . . . . . . . . . . . . . . . . . 31
5.4 Add Standard Material Items . . . . . . . . . . . . . 32
5.5 Add Special (Non-Standard) Items . . . . . . . . . . 34
Insurance Costs . . . . . . . . . . . . . . . . . . . 34
Discounts Or Fixed Cost Items . . . . . . . . . . . . 35
5.6 Add Labor Hours . . . . . . . . . . . . . . . . . . . 36
6. Add Items to An Existing Quotation . . . . . . . . . . . . 37
7. Printing The Quotation . . . . . . . . . . . . . . . . . . 39
8. Quotation Mathematics . . . . . . . . . . . . . . . . . . 42
9. Copying a Quotation For a Different Version . . . . . . . 49
i
Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
Table Of Contents
10. Report Menu . . . . . . . . . . . . . . . . . . . . . . . 51
10.1 Material Master Report . . . . . . . . . . . . . . . 52
10.2 Supplier Master Report . . . . . . . . . . . . . . . 52
10.3 Labor Master Report . . . . . . . . . . . . . . . . . 52
10.4 Return-On-Sale Master Report . . . . . . . . . . . . 52
10.5 Quotation Title Report . . . . . . . . . . . . . . . 53
10.5 Bulk Prices . . . . . . . . . . . . . . . . . . . . . 53
10.6 Rental Units . . . . . . . . . . . . . . . . . . . . 53
10.7 Purchase Order Lists . . . . . . . . . . . . . . . . 53
11. Browse/Update Records . . . . . . . . . . . . . . . . . . 54
11.1 Moving Through The Records . . . . . . . . . . . . . 55
11.2 Edit A Field . . . . . . . . . . . . . . . . . . . . 56
11.3 Add New Records . . . . . . . . . . . . . . . . . . . 56
11.4 Delete Records . . . . . . . . . . . . . . . . . . . 57
11.5 Jump To Desired Record . . . . . . . . . . . . . . . 57
11.6 Odd Things To Notice . . . . . . . . . . . . . . . . 58
12. Cost Tracking . . . . . . . . . . . . . . . . . . . . . . 59
12.1 Snap Shot Freeze A Quotation . . . . . . . . . . . . 59
12.2 Re-Snap Shot Freeze . . . . . . . . . . . . . . . . . 60
12.3 Un-Snap Shot Freeze . . . . . . . . . . . . . . . . . 60
12.4 Post Actual Material And Labor To A Quotation . . . . 61
Post Actual Special Item Costs . . . . . . . . . . . 62
Post Actual Labor Costs . . . . . . . . . . . . . . . 63
12.5 Print Variance Report . . . . . . . . . . . . . . . . 64
13. Care & Feeding Of Data Base Files . . . . . . . . . . . . 65
13.1 Merge Material Codes . . . . . . . . . . . . . . . . 65
13.2 Mass Price Changes . . . . . . . . . . . . . . . . . 66
13.3 Pack Data Base Files . . . . . . . . . . . . . . . . 66
13.4 Reindex Data Base Files . . . . . . . . . . . . . . . 67
13.5 Empty Data Base Files . . . . . . . . . . . . . . . . 67
13.6 Upgrading Old Version Of Data Files . . . . . . . . . 68
13.7 Backup Data Files . . . . . . . . . . . . . . . . . . 70
13.8 Restore Backedup Data File . . . . . . . . . . . . . 70
13.9 Mass Supplier Code Change . . . . . . . . . . . . . . 71
13.10 Change Language . . . . . . . . . . . . . . . . 71
13.11 Move Marked Quotes . . . . . . . . . . . . . . . 71
14. Helpful Hints And Tricks . . . . . . . . . . . . . . . . . 72
Appendix A - Make Your Own Printer Action Table . . . . . . . . 74
Appendix B - Using WAMPUM Data Base Manager . . . . . . . . . . 77
Appendix C - Multi-State Operation . . . . . . . . . . . . . . 91
Appendix D - Structure Of The Data Base Files . . . . . . . . . 92
ii
Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
Table Of Contents
Appendix E - Change Program Options . . . . . . . . . . . . . . 97
E.1 Change Location Of Data Files . . . . . . . . . . . . 97
E.2 Date Formats For Various Countries . . . . . . . . . 100
E.3 Changing The Program Colors . . . . . . . . . . . . . 100
E.4 If You Have Snow On The Screen . . . . . . . . . . . 102
E.5 Suppressing Error Messages . . . . . . . . . . . . . 102
E.6 Unit & Total Price Rounding . . . . . . . . . . . . . 103
E.7 Clear Field Browse Editing . . . . . . . . . . . . . 103
E.8 DR DOS And F1 Help . . . . . . . . . . . . . . . . . 104
E.9 Edit The Help Screens . . . . . . . . . . . . . . . . 104
E.10 Multiple Command Line Switches . . . . . . . . . . . 104
E.11 Using "Material In Stock" Instead Of "Lead Time" . . 105
E.12 Prevent Modify Access To Data Files . . . . . . . . . 106
E.13 Secure Prices . . . . . . . . . . . . . . . . . . . . 106
Special Credits
A SPECIAL Thanks!! to all of the ProDev*QUOTE registered users that
have asked for a terrific list of features and have helped
ProDev*QUOTE continue to grow.
iii
Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
1. Introduction
The ProDev*QUOTE Quotation System is designed to
allow you to quickly and accurately prepare
quotations for various projects. The system
assumes:
STANDARD MATERIALS, PROCESSES OR PARTS, STANDARD
LABOR GROUPS WILL BE USED, SPECIAL (NON-STANDARD)
ITEMS OR PROCESSES AND STANDARD SUPPLIERS WILL BE
SPECIFIED
A quotation can be built by simply entering the part or
process number (Material or Process Code) and quantities for
the various processes or items. The system will automatically
look up the price, description, etc. for each item. Special
items (not a standard Material Coded item) can be entered.
The special items will require that you also enter the
description, price, supplier code and Return-On-Sale Code.
Lastly, labor hours by group code are added. The system will
look up the name of the group and the hourly rate.
After the few minutes to build the quote, you can then print
the quote, either with or without profit mark ups. A copy of
the Quotation is retained on disk for as long as desired.
Please read Section 8 for the mathematics.
While you are using the QUOTE program, you can press F1 at
almost any time to pop-up a help window that will give a
complete explanation of that part of the program. There is no
F1 Help when you see a "Strike any key to continue" message.
While you are viewing a help screen, you can print that help
message with Alt/F1.
At almost any time, you can press Ctrl/F1 to see a perpetual
Calendar (while holding down the Ctrl key, tap the F1 key).
1.1 How To Use This Manual
First, read Section 2 on the Page 3, and follow the
Installation Instructions.
BEFORE YOU PRINT A LIVE QUOTATION, READ SECTION 8.
After glancing through the manual, BE SURE THAT YOU READ
AND FOLLOW SECTION 3 ON LOADING THE DATA BASE MASTERS.
The master records for the Labor Rates, Material Coded
items (Parts), Suppliers and Return-on-Sale Codes must be
created by you before a quotation can be built. These
items are loaded only once, but are used often by the
system. Page 22 gives you some hints on the many
different ways you can use this system to fit your
specific requirements.
1
Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
1. Introduction
1.1 How To Use This Manual
Go through Section 5 to build a new quotation. You will
find the screen instructions easy to follow. Section 7
will show you how to print your quote.
When first printing quotations, use the Audit Mode to let
you see the detail on all of the markup components that
go into the prices. You wouldn't want to give an Audit
printout to your customer, but it is a good way of
learning the ProDev*QUOTE system.
Then, Section 6 will show you how to add to or modify the
items in a quote.
Use the F1 Help screens. They are quite complete and
should cover most of what you need to know AFTER you read
Sections 3 and 8.
If you wish to track actual project costs for a
successful bid, you can freeze the prices on a particular
quotation, post actual costs and print exception reports.
The Browse portion of the program will give you complete
and fast editing control over the data files you will be
creating with the QUOTE program using browse type
screens.
When you use the Setup Menu selections where you specify
your desired Drive & Path for various files, BE SURE that
you have previously created the sub-directories with the
DOS MD command. Failure to create sub-directories that
you are asking the program to write to will cause the
program to crash with DOS Error 3. See page 4.
To avoid crashing the program with DOS Error 4, BE SURE
you have FILES=30 or higher in your CONFIG.SYS file and
SET CLIPPER=F:30 in your AUTOEXEC.BAT file. You MUST
have DOS Version 3.3 or higher as lower versions onlly
allow 20 files open at a time. See page 5.
Don't forget that this is shareware that you get to try
before you buy. Be sure that it will do the job for you
before you register. DO REGISTER if you continue to use
this program. It is a legal requirement under the
copyright laws and will allow you technical support and
notice of future upgrades. When you Quit the program,
you can print the registration form. You will likely
never find a program with the power of ProDev*QUOTE at
even 10 times the low $70 registration fee.
2
Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
2. Installation Instructions
The power of the ProDev*QUOTE system has grown to the point
that it can't be run unless you have a hard disk.
Exit any menu system or Windows to the C:\> prompt. Place the
ProDev*QUOTE disk 1 in your floppy drive and type A: (Enter)
to change the DOS prompt to A:\>. If you have placed the disk
into the B: drive, type B: (Enter) to change to the B:\>
prompt. Type . . .
INSTALL C: (Enter)
. . . or whatever hard disk drive letter you desire if you
have partitioned a large hard disk into more than one disk
drive.
This will run the INSTALL program that will create the C:\PDS
sub-directory and copy (and un-compress) all of the necessary
files to the C:\PDS sub-directory (or whatever drive letter
you type).
To run the ProDev*QUOTE system from the hard disk, type the
drive letter of the hard disk followed by a colon. For example
"C:". You should see the hard disk prompt (such as "C>").
Then, type:
CD\PDS (Enter)
QUOTE (Enter)
2.1 Pre-Registration Support
If you have difficulty setting up the software AFTER you
have thoroughly read the previous instructions, OR you
have questions as to how the system can be used by your
specific business, be sure to call PRO DEV Software at
616-788-2243 Monday to Friday 8:00 to 5:00 Eastern time.
There are so many combinations of features in this system
that it completely fits a wide range of type and size of
business. I often have already added features at the
request of previous registrants that you now require, but
are not in the version you are evaluating. If you
request, I may send you an updated evaluation copy so you
can make an informed "buy" decision.
If you reach my answering machine, you can leave a
message. If you call from outside of the USA or Canada,
BE SURE to CLEARLY leave your Name, Complete Address and
description of your problem/questions as the cost of my
returning a call can easily exceed the yet-to-be paid
registration amount.
3
Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
2. Installation Instructions (Continued)
2.2 System Files
The CONFIG.SYS File
Without a FILES=30 (or higher) command in your CONFIG.SYS
file, THE QUOTE PROGRAM WILL CRASH with a "DOS Error 4"
message in the middle of the screen when you try to
Create, Modify or Print Reports.
To modify or create the CONFIG.SYS file, use the QUOTE
program "Tools Menu", "Modify System Files" Sub-Menu to
create or modify your CONFIG.SYS file. Highlight that
selection and press Enter. You will be asked for the
Password. The Password is the word PASSWORD prior to
registration. Press C to Create/Modify the CONFIG.SYS
file.
If you are creating the CONFIG.SYS file, just type in the
following two commands and press F10 to save. If you are
modifying the CONFIG.SYS file, either modify these two
lines (if they exist) or add them to the end of the
CONFIG.SYS file. Press F10 to save the changes. YOU MUST
RE-START YOUR COMPUTER for the changes to take effect.
FILES=30
BUFFERS=15
The FILES command can be higher than 30 if required by
other software on your computer. Having a large BUFFERS
command usually slows your system and higher than 15 is
not recommended. Actually, only 25 FILES is required,
however, Windows and other shell type hard disk managers
use files.
IF YOU HAVE BELOW MS/IBM-DOS VERSION 3.3, the program can
have only 20 files open at a time. It is unlikely that
you will be able to print a quotation.
Tandy Computer Considerations
If you have a Tandy computer, the computer may not read
the CONFIG.SYS file at boot-up time. Consult the Tandy
instruction manual or your Tandy dealer to configure the
computer SETUP program to read the CONFIG.SYS file. You
must configure SETUP to read the on-disk CONFIG.SYS file.
4
Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
2. Installation Instructions (Continued)
2.2 System Files (Continued)
The AUTOEXEC.BAT File
Your computer looks at both the CONFIG.SYS file and the
AUTOEXEC.BAT file at start-up time. The AUTOEXEC.BAT
file contains the commands that usually take you into a
hard disk menu, Windows or some other shell type hard
disk manager. If you have DOS 3.3 or higher, you need
the command SET CLIPPER=F:30 in your AUTOEXEC.BAT file.
Failure to include SET CLIPPER=30 in your AUTOEXEC.BAT
file will cause the program to crash with DOS Error 4.
As above, use the QUOTE program "Tools Menu", "Modify
System Files" Sub-Menu to create or modify your
AUTOEXEC.BAT file. Highlight that selection and press
Enter. You will be asked for the password. If you have
not yet registered, the Password is the word PASSWORD.
Then, press A to Create/Modify the AUTOEXEC.BAT file.
If you do not already have an AUTOEXEC.BAT file, just add
the command SET CLIPPER=F:30 and press F10 to save. If
you are modifying an existing AUTOEXEC.BAT file, move to
the beginning of the PATH line and press Enter. This
should open up a blank line just above the PATH line.
Use the Up Arrow to move to the beginning of the new
blank line and type SET CLIPPER=F:30 (the F must be upper
case). NO spaces except after the word SET.
Press F10 to save.
Quit the QUOTE program and restart your computer so that
the computer will read the revised CONFIG.SYS and
AUTOEXEC.BAT files.
5
Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
2. Installation Instructions (Continued)
2.3 First Time Program Set-Up Options
The first time that you run the QUOTE.EXE program it will
ask you for the program Set-Up defaults. Highlight the
"Set-Up" Main Menu and the "Quote Default Values"
Sub-Menu with the cursor arrow keys and press Enter. You
should see the following . . .
+-------------------------------------------------------------
| Create Modify Browse Report Set-Up Tools Quit | ProDev
+-------------------------------------------------------------
+-------------------------+
| Monitor (Color/Mono) |
| Data & Quote File Drive |
| .PRN File Drive & Path |
| Backup Drive & Path |
| Printer Action Table |
highlight ------> | Quote Default Values |
and press Enter | Change Field Titles |
| Save New Set-Ups |
+-------------------------+
+----------------------------------------------------------+
| Your Company Name |
| |
| The Report Title Use Auto Labor |
| |
| State/Province Sales Tax 00.00 Federal Tax Rate 00.00% |
| Apply Sales Tax To Labor N Your Overhead Rate 00.00% |
| Apply Sales Tax To Material Y Ret-On-Sale Rate 00.00% |
+------------------- Your Countries Name For --------------|
| City/Town State/Provence/County ZIP Postal Code |
+--------------- Optional Default Quote Footnote ----------+
| |
| |
+----------------------------------------------------------+
Type in your company name. This will be printed at the
top of each quotation. Type a title to also appear at
the top of quotation the page along with your company
name. I suggest that you use "Bid Specification".
I suggest answering N for "Use Auto Labor ?" until you
have a chance to read Section 3.2 about Automatic Labor
Units.
You are able to change the name of the field for Sales
Tax. For example, you may call it "State Sales Tax",
"State Use Tax", "Provence Sales Tax", "Value Added Tax",
etc. Different states/countries have different names for
this tax.
6
Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
2. Installation Instructions (Continued)
2.3 First Time Program Set-Up Options (Continued)
If your State or Province has a Sales, V.A.T. or Use Tax,
type in the percentage. If your Sales Tax is 5.5%, type
5.5 and press Enter. If you are manufacturing a product
and have a Sales Tax, you should probably answer "Y" to
"Apply Sales Tax To Labor". If your labor is of a
"Consulting" nature, you should probably answer "N".
Check with your Accountant. As some states tax
manufacturing labor and not manufacturing material, you
can answer Y or N to the "Apply Sales Tax To Material"
question.
Likewise, you can change the name of the Federal Tax
field to whatever that tax is called in your country.
The Federal Tax Rate can be different for different
companies. If you are by yourself running a Sole
Proprietorship Company and file USA Schedule C, you could
probably use your expected personal tax rate for the
year. Please consult your Accountant.
If you have a State Income Tax, use a composite figure
for the Federal Tax to cover both tax rates.
Likewise, you may have a general Overhead Rate to cover
buildings, lights, heat, etc. Consult your Accountant
for a percentage to use for your company.
The Default Return-On-Sale (ROS) rate will only be used
for those Material, Labor and Special entries where you
leave the ROS field blank (0) while building a quotation.
I suggest that you start out at 10.00% for a 10 percent
mark up (after Federal Taxes). More on this on Pages
12, 14, 14, 42 and Section 8.
You are able to change the title of City, State and ZIP
Code. Many countries use Town, County and Postal Code.
As you build quotations, you will be able to create a
text description that will be printed at the top of the
first page of the quotation. You will find that it is
possible to place a Footnote at the end of this
description that will be printed at the bottom of the
first, all or last printed page of the quotation. On
this screen, you can press F10 to enter a canned footnote
that you can then add to the individual quotes without
having to retype the footnote for each quote.
7
Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
2. Installation Instructions (Continued)
2.3 First Time Program Set-Up Options (Continued)
Be sure to highlight "Save New Setups" to save these
defaults to the QUOTE.MEM file.
Color/Monochrome Monitor
Highlight the "Monitor (Color/Mono)" Sub-Menu and press
Enter. Type a C for a color monitor or an M if you have
a monochrome (non-color) monitor. Highlight "Save New
Set-Ups" and press Enter to add this to the QUOTE.MEM
file.
Data & Quote File Drive & Path
Highlight the "Data & Quote File Drive" Sub-Menu and
press Enter. The DOS default drive annd sub-directory
will be shown. It is probably C:\PDS. Just press Enter
to accept.
If you are operating on a Local Area Network (LAN) type
the drive letter, colon, back-slash and path that will be
assigned to the location for the Quotation data files.
This software is NOT arranged for LAN record locking.
.TXT File Drive & Path
When you print your quotation or any of the reports, you
can elect to "print" to a disk file. This disk file
quotation or report can be loaded into your word
processor if your word processor can import ASCII files.
If you have a hard disk you may wish to write these files
directly to your word processor document files drive and
sub-directory (path). Or you may wish to "print" to a
disk in your B: drive.
For example, if your word processor document files are in
the WP sub-directory on your C: drive, type C:\WP
(Enter). If you wish to "print" the files to your B:
drive, type B: (Enter). BE SURE you enter a valid drive
and path (sub-directory) or the QUOTE.EXE program will
CRASH with DOS Error 3.
8
Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
2. Installation Instructions (Continued)
2.3 First Time Program Set-Up Options (Continued)
When you elect to "print" your quotations to a disk file,
the program will ask if you wish to output the quotation
as a straight text file, a comma delimited .PRN file or a
System Data File (SDF). PRN and SDF files can be
imported into many spreadsheet and data base programs.
Backup Drive & Path
The "Tools" menu has a selection to back up your data
files. The program needs to know where to copy the
files. Press Enter on this selection and type A: for the
A: drive or B: for the B: drive. If you have more than 1
hard disk or are on a Local Area Network, you can type
the Drive and sub-directory for that drive. An example is
D:\QUOTE.
Please note - If any file, such MATERIAL.DBF or
MATERIAL.DBT, exceed the capacity of your backup disk
drive, you can NOT use the QUOTE program to backup these
large files. You will need to use regular backup
software that can split a backup file over several disks.
Move Quotes Drive & Path
When you Browse Quotations, you can mark those quotes you
wish to move to a floppy disk or a sub-directory on your
hard disk. Be sure to have previously created this sub-
directory or the program wiill crash with DOS Error 3
when you try to move the quotations.
Printer Action Table
Highlight the "Printer Action Table" Sub-Menu and press
Enter. Using the cursor arrow keys, highlight the name
of your printer. If you do not see the name of your
printer and have a dot matrix printer, start with the
EPSONFX file. Appendix A will describe how you can
create your own Printer Action Table file if you have a
printer not shown. Highlight "Save New Set-Ups" and
press Enter to add this to the QUOTE.MEM file.
The DUMBPRTR file is just that. Specifying this file
will not send any codes to your printer to turn on Near
Letter Quality printing (NLQ). You can get good results
on most laser or Daisy Wheel printers with this file if
the default setting for your printer is 10 characters per
inch (Pica) printing.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
2. Installation Instructions (Continued)
2.3 First Time Program Set-Up Options (Continued)
Change Field Titles
I suggest that you wait on this Setup option until you
have read about how you are going to create your Material
Code masters. This is covered in Section 3 and
particularly on Page 23.
To be safe, you may want to save (COPY) the QUOTE.MEM
file to a floppy disk before you start making these
changes. That way, you can copy it back if you get into
a mess changing the 2 titles and you want to go back to
my defaults of Material Code and Part Number.
If you do not wish to have the Material Code or Part
Number screen and report fields called "Material Code"
and "Part Number", highlight this menu selection and
press Enter. You will see the present names for these
two fields. There is both a "long" and "short" version
of the name depending on what screen or report uses that
field name as a title.
Type the new desired title and press Enter on each title.
When you complete the "short" title for the Part Number
field, you will be returned to the menu.
TO SAVE THESE NEW TITLES, be sure to highlight Save New
Set-ups and press Enter. That way, the new titles will
be saved to the QUOTE.MEM file and the program will use
the new titles each time it is run.
If your titles are shorter than the original titles, you
may have blank spaces on the screens before the data
window for that field. You can Change Field Titles again
and insert spaces at the beginning of your titles to move
the new title to the right on the screen. Don't forget
that your "Ins" key toggles the insert mode on and off
each time it is pressed.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
2. Installation Instructions (Continued)
2.3 First Time Program Set-Up Options (Continued)
When you learn to use the F8 Browse feature, while adding
material items to a quote, you will find that you type a
single letter code to select the type of Browse. The
default field titles and Browse codes are M=Material
Code, P=Part Number, D=Description and C=Product Code.
When you change the titles, the M or P codes do NOT
change. Thus, if you decide to use the manufacturer's
part number in place of making up your own Material
Codes, you may wish to change the Material Code title to
"Part Number" and the present Part Number title to "Model
Num.". Thus, the Browse on-screen instructions would
automatically be changed to read "M=Part Number, P=Model
Num.".
Further, your changes are not going to jump onto these
printed pages, so you will have to do a little mental
conversion as you continue with this manual.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
3. Loading The Data Base Masters
This Section of the manual covers Creating or Adding NEW Data
Base Master records. If you wish to Modify an existing
record, use the "Modify" program menu and see Section 4 of
this manual.
It will be necessary for you to collect a certain amount of
information about your business, before you can proceed. As
you read ahead, you will see that you must prepare a list of
the Material Coded items (Parts, Processes, Components and/or
Supplies), the Labor Groups used by your company, the
Suppliers of the various materials and supplies, and the
Return-On-Sale codes. A component could be hardware,
chemicals, unit processes, etc.
Most of the above probably makes sense except for that new
critter; the Return-On-Sale code. The ROS codes will become a
list (in a disk file) where you can have different mark up or
profit rates for different groups of Material Coded items and
Labor Groups.
Most of the Material Coded items will probably have a ROS code
of "1" (only because "1" is the lowest and probably the first
code you will select). The ROS Code master may be set to call
for a 12% (for example) profit. A few "specialty" items may
have a ROS Code of "2". The ROS master "2" may be set to call
for a 20% (for example) profit.
At a later date, you may find that you wish to raise all of
the "12%" parts to a 15% profit. You ONLY need to change the
single ROS Code master "1" to call for a 15% profit. You won't
have to change all of the Material Code (Parts) masters. They
only specify a "1" code. The actual mark up margin is
contained only in the single record for the ROS Code master
record. More on this in sections 3.2 and 3.4.
The MATERIAL.DBF, SUPPLIER.DBF, LABOR.DBF and ROS.DBF files
are the random access files used to store the masters for the
system and are created when you run the QUOTE.EXE program and
select the "Create" pull-down sub-menu options.
LOAD THE LABOR RATE DATA BASE FIRST. This is so that if you
wish to use the feature where Automatic Labor Units are
associated with certain Material Coded items, you can specify
those Labor Units as you build the Material Code data base.
LOAD THE RETURN-ON-SALE DATA BASE SECOND. This will allow you
to specify a ROS Code when building Automatic Labor Units for
material items.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
3. Loading The Data Base Masters (Continued)
3.1 Loading Labor Rate Masters
Highlight the "Create" Main Menu and the "Labor Master"
Sub-Menu and press Enter. You will see the following:
+-------------------------------------------------------------
| Create Modify Browse Report Set-Up Tools Quit | ProDev
+-------------------------------------------------------------
+------------------+
| Quotation |
| Material Master |
| Supplier Master |
| Labor Master | <--- Highlight and press Enter
| Ret-On-Sale Mstr |
+------------------+
+------- Add New Labor Group Code Data Base Master -------+
| |
| Group Code Group Name Rate/Hour 00.00 |
| |
+----------------------- Record 1 -----------------------+
You should use the normal "Time Sheet" code for the Labor
Group Code. If your company doesn't already have short
Labor Group Codes (up to 6 characters), make them up.
The field for the Labor Group Name will allow you a
longer name to be displayed on the quotation when it is
printed.
The Per Hour Labor Rate should be the loaded rate for
that labor group. A loaded rate is the raw pay plus
various overhead factors, such as supervision, etc. Check
with your Accounting Department to find the various
loaded labor rates.
If you want to use an Automatic Labor Group that has a
labor cost per Unit (such as 75 Cents/foot to install
wire), create a Labor Group Code that starts with an *.
Then, have that Labor Group show the Cost/Unit, rather
than Cost/Hour. The * will suppress printing the Hours
and Hourly Rate on the quotation. Care should be taken
when you build the Material Master and use one of these
Cost Per Unit Labor codes. Be sure to call for 1 hour of
this fixed cost when you add this code to the Material
Master. Thus way, you will use 1 "Unit" per material
item used on a quotation.
Press the PgDn or Esc key on the next (blank) record if
you are finished creating Labor Group Code Masters.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
3. Loading The Data Base Masters (Continued)
3.2 Loading the Return-On-Sale Master Records
Highlight the "Create" Main Menu and the "Ret-On-Sale
Mstr" Sub-Menu and press Enter. You will see the
following . . .
+-----------------------------------------------------------
| Create Modify Report Set-Up Tools Quit | ProDev*QUOTE
+-----------------------------------------------------------
+------------------+
| Quotation |
| Material Master |
| Supplier Master |
| Labor Master |
| Ret-On-Sale Mstr | <--- Highlight and press Enter
+------------------+
+------ Add New Return-On-Sale Code Data Base Master -----+
| |
| Return-On-Sale Code 0 ROS Rate (Profit Percentage) |
| |
+----------------------- Record 1 -----------------------+
Enter the ROS code number and press Enter. I suggest
that you start with 1 and work upward.
For the actual ROS rate, use the profit mark up desired
by your Marketing Department. The printed quotation will
use this rate along with your Federal Tax rate so that
the quotation marked up prices should give you this
Return-On-Sale profit rate AFTER Federal Tax.
You may establish several ROS masters. One for 12%,
another for 15%, etc. profit margin. For 12%, enter
"12". For 18.5%, enter "18.5", etc.
Note - If you create a ROS Master with a negative
percentage (i.e. -20.00), you can place LIST prices in
the Material data base for those items that will use the
negative ROS to print quotations with that percentage OFF
LIST as the quotation price. This will result in no
Supply Expense or Federal Tax in the printed quotation
for these items.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
3. Loading The Data Base Masters (Continued)
3.2 Loading the Return-On-Sale Master Records (Continued)
Most of the material items will probably have a ROS code
of "1" (only because "1" is the lowest and probably the
first code you will select). The ROS Code master may be
set to call for a 12% (for example) profit. A few
"specialty" items may have a ROS Code of "2". The ROS
master "2" may be set to call for a 20% (for example)
profit.
You may wish to have items on a quotation with NO ROS
markup. I suggest assigning code 99 with a zero markup
for this use.
At a later date, you may find that you wish to raise all
of the "12%" parts to a 15% profit. You ONLY need to
change the single ROS Code master "1" to call for a 15%
profit. You won't have to change all of the Material
Code (Parts) masters. They only specify a "1" code. The
actual mark up margin is contained only in the single
record for the ROS Code master record.
Making these ROS Rate changes is done by using the
"Modify" Main Menu and the "Ret-On-Sale Mstr" Sub-Menu as
described on Page 29.
WHEN PRINTING, THE SYSTEM WILL ASSUME THE QUOTE DEFAULT
VALUE ROS CODE FOR ANY ITEMS WHERE NO ROS CODE IS
SPECIFIED. You will also see an error message. The Quote
Default ROS was set by you when you highlighted the
"Set-Up" Main Menu and the "Quote Default Values"
Sub-Menu and pressed Enter.
After the last question has been asked, the computer will
save the master to the data disk. The computer will ask
you for the next ROS Code. You can have 99 ROS Codes in
this data base.
Press the PgDn or Esc key on the next (blank) record if
you are finished creating ROS Code Masters.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
3. Loading The Data Base Masters (Continued)
3.3 Loading the Supplier Master Records
Highlight the "Create" Main Menu and the "Supplier
Master" Sub-Menu and press Enter. You will see the
following . . .
+-----------------------------------------------------------
| Create Modify Report Set-Up Tools Quit | ProDev*QUOTE
+-----------------------------------------------------------
+------------------+
| Quotation |
| Material Master |
| Supplier Master | <--- Highlight and press Enter
| Labor Master |
| Ret-On-Sale Mstr |
+------------------+
+--------- Add New Supplier Code Data Base Master --------+
| |
| Supplier Code Supplier Name Supply Expense 0.00% |
| |
| Address Additional Address |
| |
| City State ZIP Code |
| |
| Contact Telephone FAX |
| |
| Notes |
+---------------------- Record 1 -----------------------+
Answer each of the questions, limiting the size of each
answer to fit the "window" for the answer. If you fill
the "window" the computer will jump to the next question.
If you don't fill the "window", depress RETURN to cause
the computer to go to the next question.
Use a meaningful 6 character abbreviation for the
Supplier Codes. The name and address fields are used by
the Report menu selection that prints Order Lists.
The important entry (aside from the Supplier Code) is the
Supply Expense Percent. This figure will be looked up by
the computer when a quotation is being printed. This
percentage, automatically added to the material cost
during the quotation printing process, will allow enough
mark up to cover the supply costs. Typically, the supply
expense is different for the different vendors. Even
your own stock will have a supply expense percentage.
You can probably obtain these percentages from your
Purchasing Department.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
3. Loading The Data Base Masters (Continued)
3.3 Loading the Supplier Master Records (Continued)
For example, if the Supply Expense is 12.3%, enter
"12.3". If it is 5%, enter "5", etc.
You may want to have some items on a quotation that will
be sold at your cost. Thus, I suggest creating a
Supplier Code with zero Supply Expense for these items.
This, used along with a zero markup ROS code (such as the
99 as suggested on Page 12, 14), will price a quotation
item with zero Supply Expense and ROS markups.
After the last question has been asked, the computer will
save the master to the data disk. The computer will ask
you for the next Supplier Code. You can have several
million records in this file. Your actual limit will
probably be disk capacity.
Press the PgDn or Esc key on the next (blank) record if
you are finished creating Supplier Code Masters.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
3. Loading The Data Base Masters (Continued)
3.4 Loading The Material (Part) Master Records
Prepare a list of the commonly used parts, components or
unit processes used in your quotations. Have ready the
list of Supplier, ROS and Labor Codes that you should
have already created.
As you are preparing the list of parts and supplies,
think about if you will want different profit mark ups
for different parts. You will need to assign a ROS
(profit) code to each master, as you build the Material
Code Masters. Unless you have thoroughly thought out the
profit situation, just initially build all of the
Material Code Masters with a ROS code of "1". You can
modify the Material Code Masters later, if you desire
more profit on certain items.
Run the QUOTE.EXE program. You use the right, left, up
and down arrows to highlight the Create" Main Menu and
the "Material Master" Sub-Menu. You should see:
+-----------------------------------------------------------
| Create Modify Report Set-Up Tools Quit | ProDev*QUOTE
+-----------------------------------------------------------
+------------------+
| Quotation |
| Material Master | <--- Highlight and press Enter
| Supplier Master |
| Labor Master |
| Ret-On-Sale Mstr |
+------------------+
+----------- Add New Material Code Data Base Master -------+
| |
| Material Code Part Number Unit Of Measure |
| |
| Description Unit Price 0.00 Supplier Code |
| |
| Return-On-Sale (Profit) Code Account Code |
| |
+-------------------------- Record 1 --------------------+
The above has been altered to fit on this printed page,
but it looks essentially like the screen you will
actually see.
The Material Code field is a Character Type field. That
means you can assign Material Codes that are alphabetic,
numeric or ANY combination of alpha and numeric up to 12
characters.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
3. Loading The Data Base Masters (Continued)
3.4 Loading The Material (Part) Master Records (Continued)
When you print a Material Master report, the QUOTE
program will perform a CHARACTER sort. The sort order
will be Blank, Numbers and then upper case letters. To
get a meaningful report sort, you should use the same
LENGTH for all codes. Thus, assign 00001, 00002, 00205,
20553, etc. If you use a combination of alpha and
numeric codes, you may wish to use something like A-0001,
A-0002, A-0011, B-1234, etc. Put yourself in the place
of the computer and imagine that you will sort all column
1s. Next, all column 2s, and so on.
Answer each of the questions, limiting the size of each
answer to fit the "window" for the answer. If you fill
the "window" the computer will jump to the next question.
If you don't fill the "window", depress RETURN to cause
the computer to go to the next question.
If you make bulk purchases, you can press F5 to enter the
Bulk Quantity and the Bulk Price and the Unit Price will
automatically be calculated.
The Unit price is YOUR PURCHASE PRICE. However, if you
use a ROS Code with a negative Percentage, you can use
LIST PRICE. Material items using a negative percentage
ROS code will have that percentage OFF LIST printed as
the quotation price.
Only 2 characters are allowed for the Unit of Measure.
Use abbreviations such as "EA" (each), "LT" (lot), "RL"
(reel), "BX" (box), "CA" (case), etc.
If you don't want to assign your own Material Codes, read
Pages 10, 11 and 23 on how to change the field name
titles so you can "Do It Your Way!"
The Part Number, Unit of Measure and Account Codes are
optional fields. You may not need to use them. The Unit
of Measure and Account codes are not listed on the
quotation. The Product Code is used in some industries
with a code per class of product. This may be a good
code to F8 Browse by when adding Material Coded items to
a quotation (see Section 5).
The "Lead Time" and the "Date Quoted" (the date that your
Supplier quoted the lead time) is for your own
information. Also, when you print Order Lists, it will
flag items that must be expedited based on the lead time.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
3. Loading The Data Base Masters (Continued)
3.4 Loading The Material (Part) Master Records (Continued)
BEFORE you fill the "Date Quoted" field, decide if you
wish to associate Automatic Labor Units with this
material item. This is because you must press F6 to add
Automatic Labor units WHILE the cursor is still on one of
the fields for THIS material item.
AUTOMATIC LABOR UNITS
Please note the instructions at the bottom of the screen
where you are told that F6=Auto Labor. You may have a
business where most of your labor will be directly
associated with the Material Coded items that are
selected to be used for a quotation.
If you press F6, you will see the following at the bottom
of the screen . . .
+----------------------------------------------------------+
| Labor Group Number Hours Minutes ROS Code |
| Labor Group Name |
+------------------------ Record 5 -----------------------+
Type the Labor Group Number (or code). Some material
items may take hours to complete in which case you enter
the hours and hundredths of hours in the Hours field.
Other material items may only take minutes to complete,
thus, you would use the minutes and hundredths of minutes
in the Minutes field. You CAN use both the Hours and
Minutes fields. Enter just the time for ONE material
item to be completed.
Enter the Return-On-Sale code for the labor for this
material item. You have the flexibility to use different
ROS codes (and profit) for the SAME Labor Group as it is
used for different material items.
If it takes more than one Labor Group to complete a
material item, add additional Automatic Labor records for
THIS Material Coded item.
If you want to use a Labor Group that has a labor cost
per Unit (such as 75 Cents/foot to install wire), create
a Labor Group Code that starts with an *. Then, have
that Labor Group show the Cost/Unit, rather than
Cost/Hour. The * will suppress printing the Hours and
Hourly Rate on the quotation.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
3. Loading The Data Base Masters (Continued)
3.4 Loading The Material (Part) Master Records (Continued)
Be sure to call for 1 hour of this fixed cost when you
add this code to the Material Master. Thus way, you will
use 1 "Unit" per material item used on a quotation.
Press PgDn or Esc after you have added the last Automatic
Labor Group record for THIS material item. The labor
window will close and you are returned to the Material
record windows.
Back To The Material Code Record
BEFORE you fill the "Date Quoted" field you can press F2
to add "Specification" information for this Material
Coded item. You can use as much space as desired. This
Specification can optionally be printed just after the
Material Coded item on the Quotation when you print the
Quotation. See Section 12.5 about editing keys.
After the last question has been asked (Date Quoted), the
computer will save the master to the data disk. The
computer will ask you for the Material Code for the next
item. You can have about one billion records in this
file. Your actual limit will probably be disk capacity.
Press the PgDn or Esc key on the next (blank) record if
you are finished creating Material Code Masters.
Rental Items
You may wish to show an item on your quote where you are
renting that item for a certain amount per Day, Week,
Month or Year. For example, you are a contractor that
will rent (from your own inventory or elsewhere) a front
end loader for 28 days. You want to show a rental cost
on the quotation with NO ROS, or OVERHEAD markups.
Further you do NOT want Sales Tax to apply to that item.
Create a Material Master with "Rental Unit" as the Part
Number and the description of the unit in the Description
field. Assign a ROS code where THAT ROS code Master is
for a Zero Return-On-Sale.
Then, put RENT-D in the Account Code field. This is
IMPORTANT! The "-D" indicated Daily Rental Rates. The
Cost will be the Daily rate. Put DA in the Unit Of
Measure field.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
3. Loading The Data Base Masters (Continued)
3.4 Loading The Material (Part) Master Records (Continued)
If you want to have the smallest unit be Weekly, put
RENT-W in the Account Code field and WK in the Unit Of
Measure. Likewise, use RENT-M for Monthly rates and
RENT-Y for Yearly rates. The Monthly Unit of Measure
would be MT and the Yearly would be YR.
If you use a ROS that has a Zero markup and put RENT-? in
the Account Code field, the item will be quoted WITHOUT
ROS markup and Sales Tax will NOT be applied. The RENT
suppresses the application of Sales Tax. Try it out and
print in the Audit Mode to see the markups suppressed.
Things To Think About
When you start building Quotations (Section 5), you will
discover the F8 Browse feature. This allows you a quick
look at the Material Code data base to help you select
the desired Material Code. If you use sortable
DESCRIPTIONS, you can browse by Description and find the
desired code rapidly. A sortable description is like
"Box - Single Gang", "Box - Double Gang", "Switch -
SPST", "Switch - DPDT Three Way", etc. Also see Product
Code on previous the page, as you can Browse by Product
Code. You may assign a Product Code to cover all boxs
and another to cover all switches.
You may not want to assign your own Material Code to
items in the Material Code data base. However, the
Material Code field must be filled in. Many of the
ProDev*QUOTE registrants use the manufacturer's Part
Number in the Material Code field. EACH MATERIAL CODE
MUST BE UNIQUE. This allows the Part Number field to be
used for the Model Number or the first part of the
Description and the Description field for additional
Description. Below, you will find out how you can
actually change the screen titles for the Material Code
and Part Number fields.
Remember that you will be able to Browse by Material
Code, Part Number, Description and Product Code. Thus,
if you DO use the manufacturer's part number for the
Material Code field, you now can split the Description
into 2 parts. Keep in mind that an index is maintained
on both the Part Number and Description fields, so that
if you are clever in how you split your Descriptions
across the Part Number and Description fields, you can
help yourself find parts easier when Browsing.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
3. Loading The Data Base Masters (Continued)
3.4 Loading The Material (Part) Master Records (Continued)
Things To Think About (Continued)
Changing Field Titles
In fact, you can actually change the screen and report
field titles for the Material Code and Part Number fields
with the "Change Field Titles" Tools Sub-Menu selection.
You can NOT change the 1 letter codes to select the type
of Browse, but, the Browse instructions on the screen
will take on your new names. Read Page 10, 11 to find
out how to make these changes.
If you run a company that provides services ONLY without
any actual material items, as such, you can assign
Material Codes to different labor operations. For
example, you are a Computer Consultant. You prepare
quotations that include custom programming. You can
assign a Material Code covering each block of 100 lines
of code. The Material Code would have no Unit Cost, just
Automatic Labor hours/minutes.
Another example would be a Cleaning Service. You could
assign Material Codes (with only Automatic Labor) for
each size of window, per square foot of floor space
(don't forget to use the built in calculator feature),
per waste basket, per rest room stall, etc.
Some registrants don't actually prepare quotations. They
use the ProDev*QUOTE system to produce factory or
manufacturing parts lists and instructions. They use the
Material Code Specification text to include the
manufacturing detailed instructions for that item. If
they wish to have an inspectors signature for each item,
they include that signature "fill-in-the-blank" section
at the end of the text for each Material Code. Some even
print the quote (without prices) to a disk file and pull
that file into a canned form in their word processor.
Then, the entire document is printed from within the word
processor.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
3. Loading The Data Base Masters (Continued)
3.4 Loading The Material (Part) Master Records (Continued)
Things To Think About (Continued)
LIST PRICES - The ProDev*QUOTE system is designed to have
you put YOUR purchase price into the Material Masters.
However, if you wish to have some or all of your Material
Master prices be LIST prices, you can use ROS Codes for
those Material Masters that have a negative percentage.
This will force the printed quote price to become that
percentage OFF LIST price. Further, the Supply Expense
and Federal Tax calculations will be eliminated to give
you a simple OFF LIST percentage for those negative ROS
items.
If you have not yet decided to register, please give me a
call at 616-788-2243 (Monday to Friday 8:00 AM - 5:00 PM
USA Eastern Time) and we can discuss your needs. I have
almost always been able to show how a combination of
existing features in the ProDev*QUOTE system can meet the
individual needs. If it requires another feature, take a
look at the Version number at the top of this page. It
is that big due to the expressed needs of PRO DEV
Software's customers. I have even gone up 2 points in
the same month due to feature requests. I challenge any
non-Shareware software company to be as responsive to
customer needs as most ASP Shareware authors.
ELECTRICAL, PLUMBING, HEATING & AIR CONDITIONING
CONTRACTORS - Pro Dev Software has a Shareware product
named ProDev*EPRICE that will convert the weekly pricing
files provided by a variety of Price Update Services, in
the USA, England and Australia, to the ProDev*QUOTE
format. Write or call Pro Dev Software to find out how
to get an evaluation copy. If you are outside the USA or
Canada, send $5 USA cash to receive your evaluation disk.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
4. Modifying Or Deleting Data Base Masters
The program options described in this section are for
modifying EXISTING Material, Supplier, Labor and ROS data base
master records. You desire to change one of the data values
(or fields) in an existing record.
If you wish to ADD NEW records of this type, that are not yet
in the data base files, use the "Create" Main Menu options and
see Section 3 of this manual.
4.1 Modify Or Delete Material Masters
Run the QUOTE.EXE program. You use the right, left, up
and down arrows to highlight the "Modify" Main Menu and
the "Material Master" Sub-Menu. You should see:
+-------------------------------------------------------------
| Create Modify Browse Report Set-Up Tools Quit | ProDev
+-------------------------------------------------------------
+------------------+
| Quotation |
| Material Master | <--- Highlight and press Enter
| Supplier Master |
| Labor Master |
| Ret-On-Sale Mstr |
| Snap Shot Quote |
| Post Actual Cost |
+------------------+
+----------- Modify Material Code Data Base Master - ------+
| |
| Material Code [ ] Part Number [ ] |
| |
+----------------------------------------------------------+
Type the desired Material Code and press PgDn. If you
would rather search on the Part Number, press Enter on
the Material Code and type the desired Part Number
(Enter). The record will be RETRIEVED and displayed. If
you enter a non-existent number, the next higher number
will be shown. If you are way off, you will see an error
message at the bottom of the screen and you can try
again.
Press Enter until you are on the field (or window) where
you wish to make the CHANGE. Type in the change and
press Enter.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
4. Modifying Or Deleting Data Base Masters (Continued)
4.1 Modify Or Delete Material Masters (Continued)
If you wish to DELETE this Material Code master, press
F9. The record is only marked for deletion. You must
use the "Tools" Main Menu and "Pack Data Files" Sub-Menu
to actually physically remove the deleted records from
the data file.
WHEN DONE Press PgDn up PgUp to view/modify the next
record. Press Esc to return to the Menu.
Modify Automatic Labor Units
While on any field in the Material record, press F6. The
Automatic Labor window will open at the bottom of the
screen. You are presented with a blank record to ADD
another Automatic Labor record to this Material item. If
you wish to modify an existing Automatic Labor record,
press PgUp to access the first Automatic Labor record for
THIS Material item. If there are other Automatic Labor
records for this Material item, press PgDn to view and/or
modify the records.
Press Esc to close the Automatic Labor window and return
the cursor to the Material fields.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
4. Modifying Or Deleting Data Base Masters (Continued)
4.2 Modify Or Delete Supplier Masters
Run the QUOTE.EXE program. You use the right, left, up
and down arrows to highlight the "Modify" Main Menu and
the "Supplier Master" Sub-Menu. You should see:
+-----------------------------------------------------------
| Create Modify Report Set-Up Tools Quit | ProDev*QUOTE
+-----------------------------------------------------------
+------------------+
| Quotation |
| Material Master |
| Supplier Master | <--- Highlight and press Enter
| Labor Master |
| Ret-On-Sale Mstr |
| Snap Shot Quote |
| Post Actual Cost |
+------------------+
+--------- Modify Supplier Code Data Base Master ---------+
| |
| Supplier Code [ ] |
| |
+----------------------------------------------------------+
Type the desired Supplier Code and press Enter. The
record will be RETRIEVED and displayed. If you enter a
non-existent number, you will see an error message at the
bottom of the screen and you can try again.
Press Enter until you are on the field (or window) where
you wish to make the CHANGE. Type in the change and
press Enter.
If you wish to DELETE this Supplier Code master, press
F9. The record is only marked for deletion. You must
use the "Tools" Main Menu and "Pack Data Files" Sub-Menu
to actually physically remove the deleted records from
the data file.
WHEN DONE Press PgDn. You can then ask for the next
Supplier Code or press Esc to return to the Menu.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
4. Modifying Or Deleting Data Base Masters (Continued)
4.3 Modify Or Delete Labor Masters
Run the QUOTE.EXE program. You use the right, left, up
and down arrows to highlight the "Modify" Main Menu and
the "Labor Master" Sub-Menu. You should see:
+-----------------------------------------------------------
| Create Modify Report Set-Up Tools Quit | ProDev*QUOTE
+-----------------------------------------------------------
+------------------+
| Quotation |
| Material Master |
| Supplier Master |
| Labor Master | <--- Highlight and press Enter
| Ret-On-Sale Mstr |
| Snap Shot Quote |
| Post Actual Cost |
+------------------+
+-------- Modify Labor Group Code Data Base Master -------+
| |
| Group Code [ ] |
| |
+----------------------------------------------------------+
Type the desired Labor Group Code and press Enter. The
record will be RETRIEVED and displayed. If you enter a
non-existent number, you will see an error message at the
bottom of the screen and you can try again.
Press Enter until you are on the field (or window) where
you wish to make the CHANGE. Type in the change and
press Enter.
If you wish to DELETE this Labor Group Code master, press
F9. The record is only marked for deletion. You must use
the "Tools" Main Menu and "Pack Data Files" Sub-Menu to
actually physically remove the deleted records from the
data file.
WHEN DONE Press PgDn. You can then ask for the next
Labor Group Code or press Esc to return to the Menu.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
4. Modifying Or Deleting Data Base Masters (Continued)
4.4 Modify Or Delete Return-On-Sale Masters
Run the QUOTE.EXE program. You use the right, left, up
and down arrows to highlight the "Modify" Main Menu and
the "Ret-On-Sale Mstr" Sub-Menu. You should see:
+-----------------------------------------------------------
| Create Modify Report Set-Up Tools Quit | ProDev*QUOTE
+-----------------------------------------------------------
+------------------+
| Quotation |
| Material Master |
| Supplier Master |
| Labor Master |
| Ret-On-Sale Mstr | <--- Highlight and press Enter
| Snap Shot Quote |
| Post Actual Cost |
+------------------+
+------ Modify Return-On-Sale Code Data Base Master -------+
| |
| Return-On-Sale Code [ ] |
| |
+----------------------------------------------------------+
Type the desired Return-On-Sale Code and press Enter. The
record will be RETRIEVED and displayed. If you enter a
non-existent number, you will see an error message at the
bottom of the screen and you can try again.
Press Enter until you are on the field (or window) where
you wish to make the CHANGE. Type in the change and
press Enter.
If you wish to DELETE this Return-On-Sale Code master,
press F9. The record is only marked for deletion. You
must use the "Tools" Main Menu and "Pack Data Files"
Sub-Menu to actually physically remove the deleted
records from the data file.
WHEN DONE Press PgDn. You can then ask for the next
Return-On-Sale Code or press Esc to return to the Menu.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
5. Creating A New Quotation
Change Directory to the sub-directory containing the Quote
system and type QUOTE (Enter).
Highlight the "Create" Main Menu and the "Quotation" Sub-Menu
with the cursor arrow keys and press Enter. You should see:
+-------------------------------------------------------------
| Create Modify Browse Report Set-Up Tools Quit | ProDev
+-------------------------------------------------------------
+------------------+
| Quotation | <--- Highlight and press Enter
| Material Master |
| Supplier Master |
| Labor Master |
| Ret-On-Sale Mstr |
+------------------+
+----------- Add New Quotation Data Base Master -----------+
| |
| Quotation # Customer Name |
| |
+-------------------- Quote Description -------------------+
| |
| |
| |
| |
| |
+------------------------- Record 1 ---------------------+
F3=Desc,, F4=Material Items, F5=Special Items, F6=Labor Hrs
Esc=Abort, Save & Finish=PgDn on blank rec, Next=PgDn/PgUp
5.1 Quotation Number
You can use almost any characters you wish. I suggest
that you start with the first 2 or 3 letters of the
customer's name, followed by a dash and a number. You
could include a letter suffix for different versions of
the same quotation. You have a total of 8 characters.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
5. Creating A New Quotation (Continued)
5.2 Customer's Name
Fill in the customer's name, address and the other fields
as desired and press Enter. This name will be printed at
the top of the quotation. When you press Enter, the
cursor is located back on the Quotation Number field.
Look at the bottom of the screen to see what to do next.
5.3 Quote Description
While the cursor is on the Quotation Number, press the F3
key. The cursor will jump into the Quote Description
window. You have a full feature text editor at your
finger tips. The cursor keys, PgDn, PgUp, Ins, and Del
are fully functional. Use as much space as you wish.
Even paragraphs. I suggest that you limit your
description to no more than 2/3 of a page. During
printing the description, I don't test for a page break.
See Section 12 about editing keys.
When you established your "Quote Default Values" with the
"Setup" menu, you were able to write a canned Footnote.
If you wish to add your canned Footnote, move the cursor
to the beginning of a line at the bottom of the
Description text. Press F3. The canned Footnote will be
placed into the Description text enclosed in double
back-slashes. When the quotation is printed, the QUOTE
program looks in the Description text for double
back-slashes. If found, the text within the pair of
double back-slashes is assumed to be a Footnote.
You can edit the canned Footnote to fit the particular
quotation. You can also create a new Footnote by placing
the cursor at the beginning of the last Description text
line, typing 2 back-slashes, the Footnote and 2 more
back-slashes. An example could be:
\\This quotation is good for only 30 days from the
above date.\\
The Footnote MUST be at the END of the Description text.
Press F10 to save the text and return the cursor to the
Quotation Number field.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
5. Creating A New Quotation (Continued)
5.4 Add Standard Material Items
While the cursor is on the Quotation Number, press the F4
key. The Quote Description will be replaced with the
following box . . .
+-------------- Add New Material Items To Quote -----------+
| |
| Material Code Quantity Part Num |
| |
| Unit Of Measure Description Unit Price |
| |
| Strike any key to continue |
+------------------------- Record 1 ---------------------+
Enter the Material Code and Quantity. You have a simple
calculator by typing in the quantity and BEFORE pressing
Enter you can press *, /, + or - to Multiply, Divide, Add
or Subtract another number. The program will look up the
Material Code in the Material Code Data Base and display
the Part Number, Unit Of Measure, Description and Unit
price.
A very handy feature is the F8 Browse function. When
adding NEW items, you can press F8 to browse the Material
Code data base. You will be asked if you wish to browse
by Material Code (type M), Part Number (type P),
Description (type D) or Product Code (type C). After
that, you type in the full or partial Material Code, Part
Number, Description or Product Code. If you enter a
partial value, a soft seek will locate the item or the
next similar item in the Material Code data base. You Up
or Down Arrow, PgDn or PgUp to highlight the desired
Material Code and press Enter to select the item. If you
do not find the desired item, press Esc.
IF you have established Automatic Labor Units for this
Material item, you will be asked if you wish to use them.
The Y or N default shown will be the default established
on the "Set-Up" Main Menu, "Quote Default Values"
Sub-Menu.
You will see the message at the bottom of the box to
"Strike any key to continue". When you (gently) strike
any key, the fields in the box will clear for you to
enter the next Material Coded item for this quotation.
If the Material Code is not found in the Material Code
Data Base, you will see an error message.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
5. Creating A New Quotation (Continued)
5.4 Add Standard Material Items (Continued)
The ROS Code that is displayed is the code that you
placed into the Material Master record for the chosen
Material Code. IF you wish to use a different markup for
JUST this quotation, over-type the new desired ROS code.
Thus, you can change the ROS code on-the-fly.
Material Notes - If you wish to have a note printed just
before this item on the quote, press F2. Type the note
into the word processor window and press F10 to save.
If you type a + as the first Material Note character, the
Note will be printed after the Material Line on the
quotation.
When FINISHED adding Material Coded items, F10 or press
PgDn on the next blank record.
The "Record" number at the bottom of the box is the total
number of quotation Material items for ALL quotations.
It is not the Record number for just this quotation.
This number will give you an idea of the size of the
QUOTMATL.DBF data base file.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
5. Creating A New Quotation (Continued)
5.5 Add Special (Non-Standard) Items
There will be occasions when you will want to include a
"one-of-a-kind" item to a quotation that you do NOT want
to place in the standard Material Code data base. You may
have a special bid from one of your suppliers. It could
be an entire special assembly that you have priced
external to this quotation. You want to show just the
one line item without a lot of fuss and bother.
While the cursor is on the Quotation Number, press the F5
key. The Quote Description will be replaced with the
following box . . .
+-------------- Add New Special Items To Quote ------------+
| |
| Quantity Part Number Description |
| |
| Unit Price Supl. Code ROS Code Account |
| |
+------------------------- Record 1 ---------------------+
Enter information in all of the fields. If you leave the
ROS code at zero, the Default ROS value will be used when
the quotation is printed.
When you fill the Account field or PgDn, the record will
be saved and the field windows will be blanked for the
next Special Item. When FINISHED adding Special Items,
press PgDn on the next blank record.
Special Item Notes - If you wish to have a note printed
just before this item on the quote, press F2. Type the
note into the word processor window and press F10 to
save. If you wish to have the note printed AFTER this
item on the quote, type a plus (+) as the FIRST character
in your note. The plus will not be printed.
Insurance Costs
Likewise, you may have a special insurance policy
covering the project. While Creating (or Modifying) the
quotation use F5 to add a Special Item. Use "Insurance"
for the Part Number and describe the policy in the
Description. THEN, put INS in the Account Code field to
suppress the Sales Tax on this Special Item. If you use
a ROS code that calls for a zero markup, that will
suppress BOTH the Overhead and Return-On-Sale markups.
Use the Audit Mode to print the quotation to see the
markup effect.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
5. Creating A New Quotation (Continued)
5.5 Add Special (Non-Standard) Items (Continued)
Discounts Or Fixed Cost Items
The Account Code field can be used in another handy way.
If you place the word DISC in the Account Code field, NO
Supply Expense, NO Return-On-Sale and NO Overhead will be
applied to this item. It WILL be included in the Sales
Tax (or whatever you call it) total and Sales Tax will be
applied.
For example, you wish to apply a $500.00 overall
discount. Create a Special Item. Use a Quantity of one
(1). The Part Number can blank (or not) and the
Description can be something like "Discount" or anything
you wish to identify the discount. Use a Unit Price with
a leading negative sign (-) so that the amount will be
SUBTRACTED from the Total Material amount. Example;
-500.00. Leave the ROS and Supplier Code fields empty as
they won't be used when this item printed on the
quotation. BE SURE to use the word DISC for the Account
Code (upper or lower case).
A further Trick-With-A-Hole-In-It is to use a positive
value for the Unit Price. This will add this positive
amount that will have NO MARKUPS APPLIED. However, it
WILL be included in the Sales Taxable Material Total.
Thus, even though the key trigger for this feature is the
word DISC in the Account Code field, it can be used for
more than just a discount.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
5. Creating A New Quotation (Continued)
5.6 Add Labor Hours
You may be using Automatic Labor Units associated with
Material Coded items as described in Section 3.4. You
(still) may wish to manually add Labor Group hours to
cover Special Items or Material Coded items where no
Automatic Hours were used. The following describes how
to manually add Labor Group hours to your quote.
While the cursor is on the Quotation Number, press the F6
key. The Quote Description will be replaced with the
following box . . .
+------------ Add New Labor Group Hours To Quote ----------+
| |
| Labor Group Number Hours Minutes ROS Code |
| |
| Labor Group Name = |
| |
| Strike any key to continue |
+------------------------- Record 1 ---------------------+
Fill in the Labor Group Code, Hours, Minutes and ROS
code. The program will look up the Labor Group Code in
the Labor Group Data Base and display the Group Name on
the screen for confirmation. You can enter Labor Hours
to the 1/100th of the hour, or use the Minutes field
instead of 1/100th hours. Actually, you can use both,
but they will be additive and CONFUSING!
You will be instructed to "Strike any key to Continue" so
that you can add hours for additional Labor Group Codes.
If you leave the ROS code at zero, the Default ROS value
will be used when the quotation is printed.
When FINISHED adding Labor Group hours, press F10 or
press PgDn on the next blank record.
The "Record" number at the bottom of the box is the total
number of quotation Labor Hours for ALL quotations. It
is not the Record number for just this quotation. This
number will give you an idea of the size of the
QUOTLABR.DBF data base file.
When done adding to a quotation and the cursor is on the
Quotation number, press PgDn. If you do not wish to create
another quotation, press either Esc or PgDn again to return to
the Menu.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
6. Add Items to An Existing Quotation
Change Directory to the sub-directory containing the Quote
system and type QUOTE (Enter).
Highlight the "Modify" Main Menu and the "Quotation" Sub-Menu
with the cursor arrow keys and press Enter. You should see:
+-------------------------------------------------------------
| Create Modify Browse Report Set-Up Tools Quit | ProDev
+-------------------------------------------------------------
+------------------+
| Quotation | <--- Highlight and press Enter
| Material Master |
| Supplier Master |
| Labor Master |
| Ret-On-Sale Mstr |
| Snap Shot Quote |
| Post Actual Cost |
+------------------+
+------------ Modify Quotation Data Base Master -----------+
| |
| Quotation # Customer Name |
| |
+-------------------- Quote Description -------------------+
| |
| |
| |
| |
| |
+------------------------- Record 1 ---------------------+
F3=Desc, F4=Material Items, F5=Special Items, F6=Labor Hrs
Esc=Done Modifying this Quotation, F9=Delete this Quote
After you enter the Quotation Number and press Enter, you will
see the Customer's Name and the messages at the bottom of the
screen as shown above.
To ADD or MODIFY the Description, Material Items, Special
Items or Labor Hours, press the appropriate F key.
If you press F3 to modify the description, you will be placed
into the text editor mode again. Press F10 to save the
modified text.
If you press the F4, F5 or F6 key, you will be given a blank
record to ADD another Material, Special or Labor record.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
6. Add Items to An Existing Quotation (Continued
When adding NEW Material Items, you can press F8 to browse and
select an item from the Material Code data base. You can NOT
browse the Material Code data base if you are modifying an
existing Quote Material Item.
If you press PgUp, you will see the first Material, Special or
Labor record for THIS quotation. You can then PgDn to the
desired record to make MODIFICATIONS. Press PgDn or PgUp
after modifying a record to save the changes. If you press
Esc, any changes still on the screen may not be saved.
Since you may have a LARGE number of Material Items on a
Quotation, you can access any Material Item rapidly by
pressing the PgUp key (for the first item) and then Pressing
F8 to enter the Item Number so that you can jump directly to
the Material Item Number. You will first have to list the
Quotation so that you will know the desired Item numbers.
The on-screen messages are quite complete. In fact, I am
surprised if you have read this far in the manual.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
7. Printing The Quotation
Highlight the "Report" Main Menu and the "Print Quotation"
Sub-Menu with the cursor arrow keys and press Enter. You
should see . . .
+-------------------------------------------------------------
| Create Modify Browse Report Set-Up Tools Quit | ProDev
+-------------------------------------------------------------
+------------------+
| Print Quotation | <-- Highlight & press
| Matl Mstr Report | Enter
| Supl Mstr Report |
| Labor Mstr Rept |
| ROS Mstr Report |
| Quote Titles |
| Bulk Prices |
| Rental Units |
| Order Lists |
| Variance Report |
+------------------+
+----------------------------------------------------------+
| Quote # Material/Quote/Audit Prices Prntr/Screen/Disk |
| Customer: Bid or Invoice |
| Print Summary Page Material Specifications Totals Only |
| Matl & Labr SubTotals Quote Date / / Copies Dbl WP |
| Print Cust Address Address Row Address Col Cust Tel |
+-------------------- Print Quotation ---------------------+
Type the Quotation Number and press Enter.
If you wish Material prices (no mark-ups) press M. If you
wish to print marked-up Quotation prices, press Q. If you
wish to see COMPLETE detail of all material and mark-up
values, type A for an Audit listing.
If you wish to print to the Printer, press P. To "print" to a
disk file, press D. To just "print" to the screen, press S.
Normally, you will be printing with the Quotation page heading
format. However, you may wish to print with the Invoice
format. To do this, type B to print the Bid (or Quotation) or
I to print an Invoice. Press T to print just the Title and
not your company name at the top of the quote. This works
well if you print the first page on your letterhead. Press U
to print an Invoice with Unit Of Measure shown in place of
Item Numbers and with the Labor Hours and Minutes NOT shown.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
7. Printing The Quotation (Continued)
You can skip printing the Summary Page with "N".
If you have loaded Material Code Specifications into your
Material Code data base, you can type Y to Print The Material
Specifications. This may increase the size of the printed
quotation somewhat if your specifications are lengthy.
If you don't want to show all of the material details to your
customer, type Y to "Print Only Totals". That way, your
customer will see only the Material and Labor totals and can't
nitpick your quote.
"Print Individual Labor Lines" - Y= Print the Labor Group and
cost lines per Group. N=Don't print the lines at all; just
the total. S=Suppress the cost figures, but print the Labor
Group lines.
If you don't want to print the "Material and Labor
Sub-Totals", Press N. Then, only the quotation grand totals
will be printed. Press T to show Material & Labor Totals
without showing the Labor Summary.
The first time that you print a quotation, the Quote Date
field will be blank and you can leave it blank. When you
press F10 to start the printing, the computer's date will be
placed into the blank Quote Date field. If you print the same
quotation on a LATER date, the Quote Date will NOT BE CHANGED
for you. If you wish to change the Date Quoted, you must
over-type the date shown.
You may print multiple copies of the quote by entering the
desired number in "Copies". If you have elected to print the
Summary Page, it will be printed once after the last quotation
is printed. Normally, the quotation items are double spaced.
If you press N, the quote will be printed single spaced
thereby taking fewer pages.
You may want to print the Customer's Address. Press Y. You
can then control the starting Row and Column for the address
so that it will show properly in a windowed envelope.
Likewise, you may want to print the Customers Phone (and FAX
number, if one is included). Press Y to print the Telephone
number. It will be printed to the right so it will not show
in a windowed envelope. However, if you wish to print the
number Under the Address, press U.
When you have completed the above, press F10 to start the
printing process.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
7. Printing The Quotation (Continued)
If you selected to "print" to a disk file, you will be asked
if you wish to print to a plain TeXT file, a Comma Delimited
PRN file or to an System Data File (SDF). The PRN and SDF
files can be imported into many spreadsheet and/or data base
systems.
If you select the TXT file, the quotation will be written to
an ASCII file with the base name of your quotation number and
a file name extender of ".TXT". This feature is handy if your
word processor can import an ASCII (or text) file. You can
actually import the quotation into the text of your proposal
letter. You will have to consult your word processor manual
to determine if and how you import an ASCII file into the text
of a document. You will also have to set the line width for
your word processor to accept an ASCII file that is up to 78
characters wide. If the line width is set to less than 78,
your word processor may incorrectly wrap the quote lines.
Your word processor may also insert page breaks in addition to
those in the ASCII file and those will have to be edited by
you.
If you do print to a disk file and you have a hard disk, don't
forget to set the .TXT File Drive & Path in the Set-Up
Sub-Menu so that the file will be printed to the sub-directory
on your hard disk that contains your word processing document
files.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
8. Quotation Mathematics
MATERIAL OR QUOTATION PRICES
When you print a quotation, you will be asked if you wish to
show "raw" Material prices(M), "marked Up" Quotation prices
(Q) or Audit prices (A). If you depress Enter, the marked up
Quotation prices will be printed. If you depress the "M" key,
raw material prices will be printed without any mark ups. If
you press A, you will see both the raw prices and each of the
mark-up items.
The formula used for marked up quotation prices is:
QUOTE PRICE=RAW PRICE
+ RAW PRICE x (SUPL%/100)
+ RAW PRICE x (OVERHEAD%/100)
----------
Sub-Total = LOADED MATL
+ LOADED MATL x (ROS%/100)
-----------
SALES PRICE
The ROS is derived from the following formula:
ROS%= ((ROS)/(1.0-(TAX))))
The ROS is the decimal value of the desired Return-On-Sale
percentage AFTER Federal Tax (i.e. .12 if 12%). The TAX is
the decimal value of the Federal Tax rate ( i.e. .28 if 28% ).
NOTE - A negative ROS Percentage (i.e. -20.00) will cause the
QUOTE program to print the quotation assuming you have a LIST
price in the Material data base and that you are quoting a
Percentage OFF LIST. The Supply Expense and Federal Tax
calculations are suppressed with a negative ROS Percentage.
******** THIS SECTION IS IMPORTANT ********
Your failure to understand this section could cause YOU to be
liable for the damages resulting from understating or
overstating a quotation.
It is STRONGLY suggested that you create first simple and then
more complex quotations with the QUOTE program. Then, check
the mathematics with manual calculations. You must be
confident that the QUOTE program is performing as YOU expect.
After all, YOU may be placing YOUR career on the line by your
successful operation of this system.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
8. The Quotation Mathematics (continued)
Now that the author has sufficiently scared you, let us get on
with finding out how the math works in the QUOTE program.
When you select the desired quotation to print, the program
first prints the text description.
You were asked if the print out is to be Material, marked up
Quotation or Audit priced. The answer will greatly affect the
mathematical result, as discussed above.
STANDARD MATERIAL ITEMS
For each Standard Material Coded item, the program looks up
the master record for that item. The Description, Supplier
Code, Unit Price and ROS code are obtained from that master
record.
If you removed the item from the master data base after
creating the quote and before printing the quote, the Unit
Price will be set to zero and an error message will be printed
on the quote.
Assuming a master is found, the Supplier Code from the
Material master is used to look up the Supplier Code master to
obtain the Supply Expense Rate. The Supply Expense Rate is
divided by 100. Thus, if you put 16 in the Supplier data base
for a supplier, the factor would become 0.16 to be applied
later. If the Supplier master is not found, the Supplier
factor is set to 0.00 and an error message will be printed.
The ROS code, obtained from the Material Code Master is used
to look up the ROS data base master. IF THE ROS IS NOT FOUND,
THE DEFAULT ROS FROM THE QUOTE PROGRAM OPTION SCREEN IS USED
and an error message is printed. In any case, this value is
divided by 100. The default ROS can be changed by running the
QUOTE program and selecting the "Set-Up" Main Menu and the
"Quote Default Values" Sub-Menu. Read the LIST PRICE ROS note
on page 14, 42.
The ROS formula is then calculated using the Federal Tax rate
entered via the QUOTE "Default Print Values" screen. If you
entered 46 (for 46%), the 46 is divided by 100 to become .46
to be used in the following formula:
ROS Factor = (ROS%/100)/(1-(FED%/100)))
Example - Return-On-Sale of 12% results in .12
Fed Tax of 46% results in .46
ROS Factor = (.12)/(1-.46))
ROS Factor = 0.222
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
8. The Quotation Mathematics (continued)
STANDARD MATERIAL ITEMS (continued)
A $100 (already LOADED with Supply Expense and Overhead) item
would increase to $122.22. The 46% Federal Tax would be
$10.22 (on the Gross Profit of $22.22), leaving an actual
profit of $12 on the original $100 or a profit of 12%.
If the ROS Code master data base record is not found, the
default ROS Factor provided by you with the "Set-Up" Main Menu
and "Quote Default Values" Sub-Menu is used and an error
message will be printed on the quotation.
The Overhead Factor is the percentage you entered on the
option screen divided by 100. Thus, if you specified a
company overhead of 18%, the Overhead Factor will be 0.18.
If you selected to print Quotation (marked up) or Audit
prices, the base material price is multiplied by the Supply
Factor to obtain the Supply Expense loading (rounded to 2
decimal places). The Overhead factor is used on the base
material price to obtain the Overhead loading (rounded to 2
decimal places). These 2 loadings are added to the base price
to obtain the LOADED MATERIAL PRICE.
Lastly, the ROS factor is used to obtain the Return-On-Sale
loading (rounded to 2 decimal places). When this ROS loading
is added to the LOADED MATERIAL PRICE, you have the SALES
PRICE.
If you selected to print Material prices, the Material Unit
Price is not multiplied by anything. It stays as you entered
it in the Material Code data base master.
Also, the running total of Supply Expense is calculated from
the Material Quantity times the Unit Price times the Supply
Expense Rate (if 16% then .16). The result is rounded to the
nearest cent for each calculation.
Please be aware that you can carry unit prices in the Material
Master record to the hundredth of a cent or 4 decimal places.
All calculations are made to that accuracy. However, the
PRINTED Unit Price is shown as rounded to 2 decimal places.
The Total Price is calculated by multiplying the Quantity by
the Unit Price accurate to 4 decimal places and then, the
Total Price is rounded just prior to printing. The rounded
Total Price is added to the quotation Grand Total price. See
Appendix E, Page 103 for more on rounding.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
8. The Quotation Mathematics (continued)
STANDARD MATERIAL ITEMS (continued)
Rental Items
If the Account Code Field contains RENT-? (the ? is D, W, M,
or Y), this item will have NO Sales Tax applied. Further if
Account Code is RENT-? and you use a ROS code with a Zero
markup, NO Overhead or ROS will be added.
SPECIAL (Non-Standard) ITEMS
After all the Standard Material Coded items (if any) are
calculated and printed, the Special Non-Standard items are
processed.
Since you had to enter the Description, Supplier Code and ROS
Code for each item, the program already has them.
As with the Standard Material Coded items, the Supplier Code
is used to look up the Supplier Rate in the Supplier data base
master. As before, the factor is the rate divided by 100.
Thus, a 16% rate becomes a factor of 0.16. If the Supplier
Code master is not found, a factor of 0.00 is used and an
error message will be printed on the quotation.
If the ROS Code master data base record is not found, the
default ROS Factor provided by you with the "Set-Up" Main Menu
and "Quote Default Values" Sub-Menu is used and an error
message will be printed on the quotation.
The same formula as was used for Standard Material Coded items
is used to calculate the ROS Factor for Special Items.
The Overhead Factor is the percentage you entered on the
option screen divided by 100. Thus, if you specified a
company overhead of 18%, the Overhead Factor will be 0.18.
If you selected to print Quotation (marked up) or Audit
prices, the Special (Non-Standard) item base price is
multiplied by the Supply Factor to obtain the Supply Expense
Loading. The base price is multiplied by the Overhead factor
to obtain the Overhead Loading. These 2 Loadings are added to
the base price to obtain the Loaded Price. The result of each
calculation is rounded to the nearest cent.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
8. The Quotation Mathematics (continued)
SPECIAL (Non-Standard) ITEMS (continued)
Lastly, the ROS factor is used to obtain the Return-On-Sale
loading (rounded to 2 decimal places). When this ROS loading
is added to the LOADED PRICE, you have the SALES PRICE.
If you selected to print Material prices, the Special
Description item base price is not multiplied by anything. It
stays as you entered it while creating the quote.
Also, the running total of Supply Expense is calculated from
the Special (Non-Standard) item Quantity, times the Unit
Price, times the Supply Expense Rate (if 16% then .16). The
result of each calculation is rounded to the nearest cent.
Please be aware that you can carry unit prices in the Special
Item record to the hundredth of a cent or 4 decimal places.
All calculations are made to that accuracy. However, the
PRINTED Unit Price is shown as rounded to 2 decimal places.
The Total Price is calculated by multiplying the Quantity by
the Unit Price accurate to 4 decimal places and then, the
Total Price is rounded just prior to printing. The rounded
Total Price is added to the quotation Grand Total price.
Insurance Costs
If a Special Item has INS in the Account Code, Sales Tax will
NOT be applied to this item. Further if you also use a ROS
code with a Zero markup, NO Overhead or ROS will be added.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
8. The Quotation Mathematics (continued)
LABOR HOUR UNITS
After the Special Description items are processed (if any),
the Labor Units are processed.
Each Labor Code is looked up in the labor data base master to
obtain the hourly rate and description. If the Labor Code
master is not found, the hourly rate will be set to zero and
an error message will be printed.
If the ROS Code master data base record is not found, the
default ROS Factor provided by you with the "Set-Up" Main Menu
and "Quote Default Values" Sub-Menu is used and an error
message will be printed on the quotation.
Again, using the Federal Tax Rate entered by you on the option
screen, the ROS Factor is calculated with the same formula as
was used for the Standard Material Coded items.
If Quotation prices were selected, the unit hourly labor rate
is multiplied by the ROS Factor to obtain the ROS loading.
The resulting calculation is rounded to the nearest cent. The
company overhead rate is NOT used. This is because the unit
labor rate in the labor rate data base master should be a
"loaded" rate. The labor loadings often include supervision,
portions of support groups and other general loadings as
specified by your Accountants.
If Material prices was selected, the hourly labor rate is not
multiplied by anything.
STATE SALES TAX
The sales tax is calculated by multiplying the tax factor
times the running total of either the marked up quotation
prices or the raw material prices (depending on which option
you selected). PLEASE REREAD the comments on Page 7 about if
Sales Tax should be applied to Labor.
Also, if the first 4 characters of the Account Code for a
Material Item are RENT, that item will not be included in the
total for Sales Tax calculations.
Likewise, if the first 4 characters of the Account Code for a
Special Item are INS, that item will not be included in the
total for Sales Tax calculations.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
8. The Quotation Mathematics (continued)
ERROR MESSAGES DURING PRINTING
If there are any error messages during the printing, you must
correct the indicated problems before you can print an
accurate quotation.
DEMONSTRATION ROS FORMULA
If you wish to see a Return-On-Sale formula demonstration,
Highlight the "Tools" Main Menu and the "Demo ROS Formula"
Sub-Menu and press Enter. You will see . . .
+-------------------------------------------------------------
| Create Modify Browse Report Set-Up Tools Quit | ProDev
+-------------------------------------------------------------
+---------------------+
| Copy Quotation |
| Merge Matl. Codes |
| Mass Price Change |
| Pack Data Files |
| Reindex Data Files |
| Empty Data Files |
Highlight and --> | Demo ROS Formula |
press Enter | Upgrade Data Files |
| Backup Data Files |
| Restore Data Files |
| Modify System Files |
| Print Instructions |
+---------------------+
Enter desired Return-On-Sale (Profit) Rate 10.00%
Enter your estimated Federal Tax Rate 28.00%
Factor = 1 + ((RetOnSale/100)/(1-(FedTax/100)))
When you type in the Desired ROS and Federal Tax Rate, you
will see the result of the calculation. Type in different
values and watch what it does to the Factor.
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9. Copying a Quotation For a Different Version
There will be times when you wish to create a new quotation
that is just a variation of an existing quote. To save
retyping all of the new quotation, use the "Copy Quotation"
feature to make a copy with a different Quotation Number.
Then, you could just modify and/or add to the new version of
the quotation.
Highlight the "Tools" Main Menu and the "Copy Quotation"
Sub-Menu and press Enter. You should see . . .
+-------------------------------------------------------------
| Create Modify Browse Report Set-Up Tools Quit | ProDev
+-------------------------------------------------------------
+---------------------+
Highlight and ---> | Copy Quotation |
press Enter | Merge Matl. Codes |
| Mass Price Change |
| Pack Data Files |
| Reindex Data Files |
| Empty Data Files |
| Demo ROS Formula |
| Upgrade Data Files |
| Backup Data Files |
| Restore Data Files |
| Modify System Files |
| Print Instructions |
+---------------------+
+-----------------------------------------------------------+
| |
| Quotation # [ ] Customer Name |
| |
+-----------------------------------------------------------+
Enter NEW Quotation Number [ ]
Type in the Existing Quotation Number (Source). The existing
quotation will be retrieved from the data base and the
customers name and description will be displayed.
Type in the NEW Quotation Number (Target) and press Enter. If
you wish to append to an Existing Quotation (merge), type in
the Existing Quotation Number. You can create a Quote that is
a SUB-ASSEMBLY and then merge this SUB-ASSEMBLY with a variety
of quotes.
If you use a NEW Quotation Number, a duplicate quotation will
be created with the new (Target) Quotation Number.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
9. Copying a Quotation For a Different Version
If you use an Existing Quotation Number for the Target, all
Material, Special and Labor items from the first Quotation
Number (Source) will be appended to the Second Quotation
Number (Target). This will Merge 2 quotations.
You may wish to break your quotation down into a number of
pieces and merge them just before you print the quotation.
Some contractors make a separate quote for each room or floor.
Then, the pieces are merged to make up the final quote.
Use the "Modify" Main Menu and the "Quotation" Sub-Menu to
modify the copied Quotation.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
10. Report Menu
Section 7 covers printing a Quotation.
After you have been adding a quantity of Material Codes,
Supplier Codes, Labor Codes and ROS Code masters to the data
base files, you will loose track of what you currently have in
the data base. You will probably loose track of the
quotations that are still in the data base.
When you print a report, you will be asked if you wish to
print to the Printer (press P), to a Disk File (press D) or to
the Screen (press S). Look at the bottom of the screen to see
what to do to continue.
If you select "S" to print to the screen, the report will be
written to a temporary disk file (hr:min:sec.TMP) and then
displayed on the screen using the SCRLIST.DBF file.
If you select to print to a Disk file, the file names will be
as follows:
Material Code Masters MATERIAL.TXT
Supplier Code Masters SUPPLIER.TXT
Labor Code Masters LABOR.TXT
Return-On-Sale Masters ROS.TXT
Quote List QUOTLIST.TXT
Bulk Prices BULKLIST.TXT
Rental Units RENTLIST.TXT
Order Lists ORDRLIST.TXT
If you have optioned the ".TXT Drive & Path" on the Tools
Sub-Menu, you can "print" these files directly to your word
processing sub-directory or disk.
Highlight the "Report" Main Menu with the cursor arrow keys.
+-------------------------------------------------------------
| Create Modify Browse Report Set-Up Tools Quit | ProDev
+-------------------------------------------------------------
+------------------+
| Print Quotation |
| Matl Mstr Report | \
| Supl Mstr Report | |<-- Highlight a
| Labor Mstr Rept | | selection and
| ROS Mstr Report | | press Enter
| Quote Titles | /
| Bulk Prices |
| Rental Units |
| Order Lists |
| Variance Report |
+------------------+
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
10. Report Menu Continued)
10.1 Material Master Report
If you select to print a report of Material Code Masters,
you will be asked if you wish to print the report sorted
by Material Code (type M), Part Number (type P),
Description (D), Product Code (C) or Account Code (A).
You will also be asked if you wish to print the Material
Prices (type M for raw Material Prices), the List Prices
(type L for marked up prices) or Both (type B). If you
press N, No prices will be printed.
If you choose L or B you can optionally print the Auto
Labor for each Material Item. If there are Automatic
Labor units associated with a Material Code, the labor
costs (marked up with ROS) WILL be added to the Unit
Price unless you type N to suppress those costs.
You can also specify that the major sort will be by
Supplier (type Y). If you do, you can enter a Supplier
Code to report on just one Supplier or press Enter to
report on all Suppliers.
If you DO NOT elect to sort by Supplier, you can print a
range of Material Items. You will be asked for the
starting and ending item. If you press Enter on both the
starting and ending fields, all Material Items will be
printed.
10.2 Supplier Master Report
You can sort by Supplier Code (C) or Supplier Name (N).
10.3 Labor Master Report
The only option is to print to printer, screen or disk
file.
10.4 Return-On-Sale Master Report
The only option is to print to printer, screen or disk
file.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
10. Report Menu Continued)
10.5 Quotation Title Report
The only option is to print to printer, screen or disk
file.
10.5 Bulk Prices
You can sort by Material Code (M), Part Number (P) or
Description (D). You can also sort by Supplier Code.
You can also print only those records that contain Bulk
Prices.
10.6 Rental Units
You can sort by Material Code (M), Part Number (P) or
Description (D). You can also sort by Supplier Code.
10.7 Purchase Order Lists
Enter the quotation number. Select to print to the
Printer, Screen or Disk. Press F10.
All items will be sorted by Supplier Code and then by
Material Code. All duplicate Material Coded items will
be combined into one line item.
The report will page head for each Supplier.
These lists can be attached to Purchase Orders. Due to
the MANY Purchase Order forms, PRO DEV Software will NOT
entertain requests for custom formats unless you want to
spend BIG BUCKS for a customized version of the QUOTE
program. Upgrading customized programs is so much
trouble that you will rapidly drop this idea like a hot
potato.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
11. Browse/Update Records
Highlight Browse and then use the Down Arrow to highlight
either Quotation, Material Master, Supplier Master, Labor
Master or Return-On-Sale Master and press Enter. As the most
complex selection is to browse Quotations, that example will
be described below.
When you press Enter on Quotation, you will see a sub-menu
that will allow you to see the quotes sorted by Quote Number,
Customer Name or by Salesperson. Select the desired sort and
press Enter again.
+-------------------------------------------------------------
| Create Modify Browse Report Set-Up Tools Quit | ProDev
+-------------------------------------------------------------
+------------------+ +-----------------+
Highlight->| Quotation |--| By Quote Number |
and press | Material Master | | By Customer |
Enter | Supplier Master | | By Salesperson |
| Labor Master | +-----------------+
| Ret-On-Sale Mstr |
+------------------+
+-------------------------------------------------------------+
| Quote Num. Move Customer Name Address |
+-----------+----+------------------------+-------------------+
| AJAX-001 | Y |Ajax Manufacturing |123 Main Street |
| AJAX-002 | |Ajax Manufacturing |123 Main Street |
| BALZ-001 | |Balzak Widgets |10350 Industrial Av|
| ABBO-062 | |Abbott Industries |545 Grover Road |
| PDS-A | |Pro Dev Software |545 Grover Road |
+-------------------------------------------------------------+
F4=Material Items, F5=Special Items, F6=Labor Group Hours
Always look at the bottom of the screen to see what you can do
next. You can press the Right Arrow to move the highlight to
the right. When you reach the right side of the screen, keep
pressing the Right Arrow and you can see additional fields for
the quotations.
When you have located the desired quotation, you can press F4
to pop up another browse screen showing the material items you
have on that quote. You can browse through those items.
Likewise, press F5 to browse any Special items and press F6 to
browse the Labor Hours/Minutes for that quote.
Also NOTE that if the record is marked for Deletion, that is
indicated at the lower right of the window.
Lastly, NOTE that the physical record number is shown in the
lower center of the window.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
11. Browse/Update Records (Continued)
If you place a character in the Move field, you can use the
Tools Menu, Move Marked Quotes Sub-Menu to move old quotations
out to a floppy disk or a sub-directory on your hard drive.
Use any character you desire. You can use different
characters for different types of quotations. When you move
them with the Tools Menu, you select one character at a time
to move. If you move quotations to a floppy disk, be sure the
floppy disk is already formatted. If you are moving to a sub-
directory, BE SURE you Make the Directory first. For example,
you want to create a sub-directory named OLDQUOTE. At the
C:\> prompt type MD\OLDQUOTE (Enter).
Lastly, NOTE that the physical record number is shown in the
lower center of the window.
At the bottom of the screen are "what to do next"
instructions. Press Esc when you are finished.
If you are browsing Material Masters, you can highlight the
desired Material Code record and press F6 to browse any Auto
Labor records for that Material Code. Note that if you have
changed the name of the Material Code field, that new name
will appear as the column heading INSIDE the browse window.
At the bottom of the screen are "what to do next"
instructions. Press Esc when you are finished.
If you are browsing Material Masters, you can highlight the
desired Material Code record and press F6 to browse any Auto
Labor records for that Material Code. Note that if you have
changed the name of the Material Code field, that new name
will appear as the column heading INSIDE the browse window.
11.1 Moving Through The Records
Esc - Finished Browsing/Updating
PgDn - Move down one window of records
PgUp - Move up one window of records
Ctrl/PgUp - Move to first record (by the sort order)
Ctrl/PgDn - Move to the last record (by the sort order)
Right Arrow - Move right one field (the screen will
scroll if necessary)
Left Arrow - Move left one field (the screen will
scroll if necessary)
Ctrl/End - Move to far right field
Ctrl/Home - Move to far left field
ENTER - Edit the field.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
11. Browse/Update Records (Continued)
11.2 Edit A Field
If you press Enter, you can edit the field. If the field
is labeled <Memo> you can edit the Specification text for
the Material Coded item. The text editor will replace
the window. You can still see the search value at the
lower left of the window. Actually, pressing any regular
(non-cursor) key will also put you into the edit mode.
The program is shipped with the feature that you
over-type or insert (Ins key) characters while editing a
field. If you want to have the program blank the field
when you type the first character, use the /FY command
line switch as described on Page 103. When you run the
program, type QUOTE /FY (Enter).
You CAN NOT edit the first field of each record as that
is the search field for that record. If you want to
change the first field, delete the record and add a new
one with the new first field.
11.3 Add New Records
Move to the end of the file with Ctrl/PgDn and press the
down arrow once. You will be asked if you wish to append
a new record. If you answer Y, a blank record will
physically be appended to the data file.
However, the screen jumps and it looks like the appended
record is at the TOP of the file. That is because you
have an index file active and blank fields sort to the
top. As soon as you add the information in the
"sorted-by" field, the record will appear to jump to the
correct position in the data file.
DANGER!! - If you append a blank record and decide NOT to
use it, BE SURE to press F9 to mark it for deletion.
Otherwise, this blank record will confuse any Material
Lists made by the QUOTE or QTRACK programs.
The program will NOT let you create a Quote Number,
Material, Supplier, Labor or ROS Code master record with
the SAME number as an existing record.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
11. Browse/Update Records (Continued)
11.4 Delete Records
F9 - Delete/Undelete the current record. This only marks
the record for deletion. You must PACK to
physically remove the record.
If you try to delete a Quote that has related Material,
Special or Labor records, you will NOT be allowed to
delete that master Quote record until you answer Y to
delete the related records. Likewise, you can NOT delete
a Material Code master record that has related Auto Labor
records unless you confirm the deletion when asked.
Otherwise, you would leave orphan related records that
will NEVER be deleted and will not have a parent or
master record. For this reason, the program will NOT
allow you to change the 1st field that is used to
relationaly link the master and related files (Quote
Number or Material Code).
When you are done deleting records, highlight the "Tools"
Menu "Pack" Sub-Menu and press Enter. The records will
physically be removed from the data file.
TAKE CARE! that you do not delete a Material Code master
record that is called for in a live Quotation or you will
get error messages when the quote is printed..
11.5 Jump To Desired Record
F8 - Allows you to enter a desired value and jump
directly to a record. If you don't move, the
desired value is not in the data file.
Press F8 and type in the desired search value. You must
type in the field information of the SAME field as the
highlighted Menu "By" selection.
The Supplier file is Browsed/Updated by Supplier Code or
Supplier Name. The Labor records are only browsed by the
Labor Code and the ROS records are only browsed by the
ROS Code.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
11. Browse/Update Records (Continued)
11.6 Odd Things To Notice
First Record ** Deleted **
You will probably notice that there almost always seems
to be a blank ** Deleted ** record at the beginning of
the Browse/Update listing. The reason is simple. As you
are adding new records with the program, the program
appends a blank record and then displays the blank fields
for that record on the screen. If you are finished
adding records and you press Esc, the program marks that
record for deletion. That way, it won't show up on any
reports.
When you go to add new records again, the program checks
the last record to see if it is marked for deletion. If
it is, it is undeleted and used for the first new record.
Record Numbers Jump Around
Remember, that when you are Browsing one of the data
files, you are not necessarily browsing in the physical
order of the data file. You are browsing in the order
specified by an Index file. For the Material Code data
file, one of 4 index files can be used depending on the
Sub-Menu selected
With the data base being browsed in the order specified
by an index file, the data base APPEARS to be sorted by
that index. Actually, the index file just controls what
record we will see next.
F10 Jumps To Last Field
A Ctrl/End is programmed into the F10 key. This is handy
to use for you to exit the Text Editor when adding or
modifying Specifications, Titles or Notes that use the
Text Editor. You only have to just press 1 key rather
than 2.
However, while in the Browse mode, the Ctrl/End (which is
in the F10 key) jumps you to the last field in a record.
Ctrl/Right or Left Arrow
You may have found that the right or left arrow moves the
field highlight right or left one field and that the
screen only scrolls when you get to the edge of the
window. Holding down the Ctrl key while pressing the
arrow keys will pan the entire screen right or left.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
12. Cost Tracking
You have prepared a Quotation. Your customer has accepted the
bid and you are ready to start on the project. As materials
are installed or supplied and labor hours are spent, you MAY
wish to post those quantities and actual prices so that you
can find out how well you are staying within your original
cost estimates. Eventually, you will print variance reports
to summarize how well the project did.
However, between the time that you make a bid and the time
that you print the variance reports, there may be price
changes in the Material Code data base. Your Special Item
actual prices may be different when the bills come in. If the
variance report used the Material Code data base for estimated
costs, you probably would NOT reflect the price changes that
occurred since the bid was accepted.
Thus, you will wish to "take a snap shot" of the Material Code
and Special prices so as to freeze those prices. You don't
want to stop posting price changes in the Material Code data
base as later quotations would then be priced incorrectly.
12.1 Snap Shot Freeze A Quotation
Highlight Snap Shot Quote and press Enter. On the Sub-
Menu, highlight Snap Shot Freeze and press Enter.
+-------------------------------------------------------------
| Create Modify Browse Report Set-Up Tools Quit | ProDev
+-------------------------------------------------------------
+------------------+
| Quotation |
| Material Master |
| Supplier Master |
| Labor Master | +---------------------+
| Ret-On-Sale Mstr | | Snap Shot Freeze |
| Snap Shot Quote +--+ Re-Snap Shot Freeze |
| Post Actual Cost | | Un-Snap Shot Freeze |
+------------------+ +---------------------+
+---------------------------------------------------------+
| Quotation # Customer |
| |
| Snap Shot Date Material Required Projected Completion |
| / / / / / / |
+---------------------------------------------------------+
When you fill in the Quotation Number and press Enter,
the Customers name will be displayed.
Today's date will be shown for the Snap Shot date,
however, you can type in a different date if desired.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
12. Cost Tracking (Continued)
12.1 Snap Shot Freeze A Quotation (Continued)
Type in the Material Required date. This is the date
that ALL material must be received (or on site) for the
project to stay on schedule. If you are going to use the
program to print your purchase order lists, this date is
important. As the purchase order lists are printed,
today's date, the Material Required Date and the Lead
Time from your Material Code data base are compared to
see if any material items need expediting. The printing
of purchase order lists will be described in Section 5.1
Press F10 to start the Snap Shot Process. All of the
Material Coded items for this Quotation will have today's
cost taken from the Material Code data base and added to
the Material Item record for this Quotation. The Labor
records for this Quotation will also be posted from the
Labor Master data base.
After a Quotation is frozen, you can NOT use the program
"Modify Quote" selection to make any changes to this
Quotation. If you find it necessary to change a
Quotation you will have to Release the Snap Shot as
described in Section 12.3 below.
12.2 Re-Snap Shot Freeze
This menu selection is essentially just like the "Snap
Shot Freeze" selection except that you can change the
Snap Shot Date, Material Required Date and Projected
Completion Date.
ALL MATERIAL PRICES WILL BE "LOOKED" UP FROM THE MATERIAL
MASTER DATA BASE AGAIN. Thus, if there are any changes
in the Material Code data base, these new prices will
replace the previous "frozen" prices.
12.3 Un-Snap Shot Freeze
This selection just unfreezes the Quotation and removes
all frozen prices from the Quotation Material and Labor
records.
You may wish to use this selection if you wish to
re-Quote and add or modify any of the items in the
Quotation.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
12. Cost Tracking (Continued)
12.4 Post Actual Material And Labor To A Quotation
+-------------------------------------------------------------
| Create Modify Browse Report Set-Up Tools Quit | ProDev
+-------------------------------------------------------------
+------------------+
| Quotation |
| Material Master |
| Supplier Master |
| Labor Master |
| Ret-On-Sale Mstr |
| Snap Shot Quote +
| Post Actual Cost | <-- Highlight and press Enter
+------------------+
+------------------ Post Quotation Actuals ---------------+
| |
| Quotation # Customer Name |
| |
+-------------------- Quote Description ------------------+
| This area of the screen will show the description |
| for your quotation. |
| |
| |
+------------------------ Record # -----------------------+
F4=Material Items, F5=Special Items, F6=Labor Group Hours
Esc=Abort, F10=Finished, Next=PgDn/PgUp
Post Actual Material Code Costs
Press F4 to post the actual Material Code costs to the
quotation. You will see the record for Material Code
Item #1.
+------------------ Post Quotation Actuals ---------------+
| Quotation # Customer Name |
+------------ Post Actual Material To Quote --------------+
| Material Code Part # Desc. |
| Orig Quan Actual Quan Orig Unit Price Actual Price |
| |
| Est Supl Expense Actual Supl Expense |
+------------------------ Item # -----------------------+
If you need to add a NEW Material Code item that was not
on the original quote, but was required to finish the
project, press F3 to add the NEW item. You will NOT be
able to type in the estimated prices as this new item was
not included originally and is an over run item. Thus,
only type in the actual figures.
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12. Cost Tracking (Continued)
12.4 Post Actual Material And Labor To A Quotation (Continued)
Post Actual Material Code Costs (Continued)
PgDn or PgUp to the desired Item Number. The original
quantities and prices will be shown, but you can't change
them. You type in the actual quantities, prices and
Supply expense. F7 will allow you to pick up the PRESENT
unit price from the Material data base with a browse
feature.
If you need to add a NEW Material Code item that was not
on the original quote, but was required to finish the
project, press F3 to add the NEW item. You will NOT be
able to type in the estimated prices as this new item was
not included originally and is an over run item. Thus,
only type in the actual figures.
Post Actual Special Item Costs
+------------------ Post Quotation Actuals ---------------+
| |
| Quotation # Customer Name |
| |
+-------------------- Quote Description ------------------+
| This area of the screen will show the description |
| for your quotation. |
| |
| |
+------------------------ Record # -----------------------+
F4=Material Items, F5=Special Items, F6=Labor Group Hours
Esc=Abort, F10=Finished, Next=PgDn/PgUp
Press F5 to post the actual Special Item costs to the
quotation. You will see the record for the first Special
Item.
+------------------ Post Quotation Actuals ---------------+
| |
| Quotation # Customer Name |
| |
+--------- Post Actuals For Special Quote Items ----------+
| Part Number Description |
| Orig Quan Actual Quan Orig Unit Price Actual Price |
| |
| Est Supl Expense Actual Supl Expense |
+------------------------ Record # -----------------------+
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12. Cost Tracking (Continued)
12.4 Post Actual Material And Labor To A Quotation (Continued)
Post Actual Special Item Costs (Continued)
PgDn or PgUp to the desired record. The original
quantities and prices will be shown, but you can't change
them. You type in the actual quantities, prices and
Supply expense.
If you need to add a NEW Special Item record that was not
on the original quote, but was required to finish the
project, press F3 to add the NEW Special item. You will
NOT be able to type in the estimated prices as this new
item was not included originally and is an over run item.
Thus, only type in the actual figures.
Post Actual Labor Costs
+------------------ Post Quotation Actuals ---------------+
| |
| Quotation # Customer Name |
| |
+-------------------- Quote Description ------------------+
| This area of the screen will show the description |
| for your quotation. |
| |
| |
+------------------------ Record # -----------------------+
F4=Material Items, F5=Special Items, F6=Labor Group Hours
Esc=Abort, F10=Finished, Next=PgDn/PgUp
Press F6 to post the actual Labor hours, minutes and rate
costs to the quotation. You will see the record for the
first Labor Group entry for the quotation.
+------------------ Post Quotation Actuals ---------------+
| |
| Quotation # Customer Name |
| |
+------- Post Actuals For Quote Labor Group Hours --------+
| Labor Grp. Num. Orig Hours Orig. Minutes |
| Actl Lab Rate Actl Hours Actl. Minutes |
| |
| Labor Group Name |
+------------------------ Record # -----------------------+
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12. Cost Tracking (Continued)
12.4 Post Actual Material And Labor To A Quotation (Continued)
Post Actual Labor Costs (Continued)
PgDn or PgUp to the desired record. The original
quantities and rates will be shown, but you can't change
them. You type in the actual quantities and rates.
If you need to add a NEW Labor Group record that was not
on the original quote, but was required to finish the
project, press F3 to add the NEW Labor record. You will
NOT be able to type in the estimated hours, minutes and
rates as this new Labor Group was not included originally
and is an over run item. Thus, only type in the actual
figures.
12.5 Print Variance Report
Highlight "Print Variance Reports" and press Enter.
+-------------------------------------------------------------
| Create Modify Browse Report Set-Up Tools Quit | ProDev
+-------------------------------------------------------------
+------------------+
| Print Quotation |
| Matl Mstr Report |
| Supl Mstr Report |
| Labor Mstr Rept |
| ROS Mstr Report |
| Quote Titles |
| Bulk Prices |
| Rental Units |
| Order Lists |
| Variance Report | <-- Highlight & press
+------------------+ Enter
+---------------------------------------------------------+
| Quotation Number Printer/Screen/Disk |
| |
| Customer: |
+------------------ Print Variance List ------------------+
Type in the Quotation Number and press Enter. Indicate
if the Report should be printed to the Printer (type P),
to the Screen (type S) or to an ASCII Disk file (type D)
that can be loaded into your word processor.
When ready, press F10.
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13. Care & Feeding Of Data Base Files
The "Tools" Main Menu contains several selections to aid in
the care and feeding of the Quotation System data base files.
The "Pack Data Files" and "Empty Data Files" selections will
require a password to continue, as they are physically
removing records from your files. The password will be
provided by PRO DEV Software based on the password specified
by you on the registration form.
If you have not yet registered your copy of the ProDev*QUOTE
Quotation system, the Password is PASSWORD.
Select the "Tools" Main Menu and one of the "Tools" Sub-Menus
to perform the desired function.
+-----------------------------------------------------------
| Create Modify Report Set-Up Tools Quit | ProDev*QUOTE
+-----------------------------------------------------------
+---------------------+
| Copy Quotation |
/ | Merge Matl. Codes |
| | Mass Price Changes |
Highlight and --> | | Pack Data Files |
press Enter | | Reindex Data Files |
| | Empty Data Files |
| | Demo Ros Formula |
| | Upgrade Data Files |
| | Backup Data Files |
| | Restore Data Files |
| | Mass Supl Code Chg |
| | Modify System Files |
| | Change Language |
| | Move Marked Quotes |
\ | Print Instructions |
+--------------------+
13.1 Merge Material Codes
If you subscribe to a pricing service and receive price
updates, you may be able to use this selection to merge
Material Code items into the MATERIAL.DBF data base file.
You will have to use Appendix B and D and either dBASE
III Plus or WAMPUM to convert the data into a format that
uses the same field names as the MATERIAL.DBF file.
Have this file in a different disk drive or sub-directory
than the ProDev*QUOTE MATERIAL.DBF file. Press Enter on
this selection and follow the screen and F1 Help
instructions.
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13. Care & Feeding Of Data Base Files (Continued)
13.1 Merge Material Codes (Continued)
If you are an Electrical, Plumbing, Heating or Air
Conditioning Contractor, you may be using the
ProDev*EPRICE system to load weekly price updates from a
variety of pricing services in the USA, England or
Australia. Either the ProDev*PRICE program or this menu
selection can import the price updates into your
ProDev*QUOTE MATERIAL.DBF file.
Be sure to call PRO DEV Software if you think you have a
need for this selection and you have any questions. To be
this far into the ProDev*QUOTE system, it is expected
that you will be a registered user.
13.2 Mass Price Changes
BEFORE you make a mass change, you should make a backup
copy of both the MATERIAL.DBF and MATERIAL.DBT files in
case you don't get the desired results.
Assume that your Supplier XYZ Company shocked you with a
5.5% across the board price increase. Highlight the
"Mass Price Change" Sub-Menu and press Enter. In this
case, you would enter XYZ for the Supplier Code and 1.055
for the Price Change Factor.
OR - You may wish to change all items with a certain
Product Code. In that case, leave the Supplier Code
blank and enter just the Product Code.
OR - You can enter BOTH the Supplier and Product Codes.
Thus, only those items for both that Supplier and Product
odes will be changed.
When you press F10, the program will examine every record
in your MATERIAL.DBF data base file. If a record has a
Supplier Code of XYZ (in this example), the Unit Price is
multiplied by the Factor (1.055 in this example).
13.3 Pack Data Base Files
As you work with the ProDev*QUOTE data files, you may
have pressed F9 to delete a record. That record is only
marked for deletion. It is not physically removed from
the data base. The PACK process actually removes the
marked records and rebuilds the associated index files.
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13. Care & Feeding Of Data Base Files (Continued)
13.3 Pack Data Base Files (Continued)
When you highlight the "Pack Data Files" selection and
press Enter, you will see another menu where you select
the file to Pack. Highlight the desired file and press
Enter.
At this point you will be asked for the password.
13.4 Reindex Data Base Files
Data base systems are strange animals. On occasions, the
index files may get out of wack. When this happens, the
QUOTE.EXE program may crash with a cryptic error message
at the top of the screen.
If you are on a Local Area Network, index files sometimes
get out of order.
If you use dBASE III+ or dBASE IV to mess with . . err .
. work with the data base files. Please note that dBASE
III Plus and dBASE IV index files are NOT compatible with
the ProDev*QUOTE index files. Prior to Version 4.10 of
the ProDev*QUOTE system, the ProDev*QUOTE index files
WERE compatible with dBASE III Plus index files.
Thus, I have provided the reindex selection. When you
highlight "Reindex Data Files" and press Enter, all files
will be reindexed. If your files are large, this may
take quite some time.
13.5 Empty Data Base Files
You may wish to completely empty one or more of the data
base files. Highlight "Empty Data Files" and press
Enter. You will see another menu where you select the
file to Pack. Highlight the desired file and press
Enter.
At this point, you must enter the password.
If you are familiar with Borland's dBASE III+, this
process is called ZAPing a data file.
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13. Care & Feeding Of Data Base Files (Continued)
13.6 Upgrading Old Version Of Data Files
If you have just obtained a later Version of ProDev*QUOTE
software, there may be new features that require new
fields in one or more of your existing data files. If
this is a later Version, follow this Section and use the
QUOTE program "Upgrade Data Files" sub-menu option.
It will run a quick check and let you know if any files
need to be upgraded. Hopefully, it will tell you that
all data files are correct.
If one or more files have had new fields added for
additional features or the size of existing fields have
been increased, you will be told which files need
upgrading. For example, you may see the message:
The following file(s) will have to be upgraded:
MATERIAL.DBF, SUPPLIER.DBF, ROS.DBF
SPCLITMS.DBF
The files used by the ProDev*QUOTE Quotation system are
of Borland's dBASE III Plus format. The "structure
information" including field names is contained at the
very front of the file. All of the new empty files are
on the new Version "ProDev*QUOTE Quotation" Shareware
disk.
DO NOT copy these new empty files to your existing data
files floppy disk or hard disk sub-directory or you will
WIPE OUT (DESTROY, KILL, OBLITERATE, CLOBBER, ANNIHILATE,
DECIMATE, DEMOLISH) your existing data that you spent
hundreds of hours typing into the database.
If you have below Version 5 you MUST UPGRADE. The theory
of the Upgrade process is that you will copy the empty
new files to a fresh disk or hard drive sub-directory
that is different from the disk or sub-directory
containing your live data files. If you have a hard
disk, I suggest that the affected empty new files be
copied to a sub-directory DIFFERENT from the
sub-directory containing your live data files.
YOU SHOULD use the INSTALL program on the ProDev*QUOTE
Shareware disk to automatically lead you through the
upgrade process. This is described below.
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13. Care & Feeding Of Data Base Files (Continued)
13.6 Upgrading Old Version Of Data Files (Continued)
Then, you will run the QUOTE "Upgrade Data Files"
sub-menu selection and the QUOTE program will append ALL
of your existing live records to the new empty data
file(s). The new fields will just be blank, but you will
not loose any of your existing information.
Lastly, the new (now no longer empty) data file(s) will
be copied back on top of and replacing your existing data
file(s). Thus, BE SURE TO BACK-UP YOUR EXISTING DATA
FILES FIRST!!!! (in case of trouble).
Insert the NEW "ProDev*QUOTE Quotation System"
(Shareware) disk in drive A: and type . . .
A: (Enter)
INSTALL C: (Enter)
Use Option 2 of the INSTALL program menu to Upgrade
Existing Installation and FOLLOW THE SCREEN INSTRUCTIONS
CAREFULLY!.
It is assumed by the INSTALL program that you originally
installed the ProDev*QUOTE Shareware system on the
C:\PDS\ sub-directory. You may have installed it on some
other drive letter in the \PDS\ sub-directory and that is
Ok. If you used some other sub-directory than \PDS, the
INSTALL program will ask you to enter the correct Drive &
Path.
After the INSTALL program Upgrade process is complete,
run the QUOTE program and select the "Tools" Main Menu
and the "Upgrade Data Files" Sub-Menu and press Enter.
When you are asked for the Drive and Path for the NEW
empty files, type . . .
C:\PDS\TEMP\ (Enter)
When the upgrade process is complete, all data files will
automatically be reindexed in case a new index is to be
used for one of the new fields.
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13. Care & Feeding Of Data Base Files (Continued)
13.7 Backup Data Files
For this selection to work, you must have previously told
the QUOTE program with the "Setup Backup Drive & Path"
the target drive for backing up your data files.
Have several freshly formatted disks ready.
Select this menu option and press Enter. Place your
first backup data disk in the proper drive. Each .DBF
and .DBT file will be copied to the disk. If the disk
does not have enough room for the next file, you will be
asked to change disks.
If you just inserted a new freshly formatted disk and the
program still asks you to insert another disk, the file
is too big to fit on the target disk. At this point, you
will have to use regular backup software to make backup
copies of these large files.
You should backup daily. You should have a separate set
of disks for at least each day of the week.
THOSE THAT DO NOT BACK UP THEIR DATA ARE RISKING
SNATCHING DISASTER FROM THE JAWS OF SUCCESS!
13.8 Restore Backedup Data File
DON'T USE THIS SELECTION UNLESS YOUR LIVE DATA FILES HAVE
CRASHED. TRY REINDEXING FIRST!!
This selection will copy data files from your backup
disks on top of and over-writing your live data files.
Thus, use extreme care in using this selection.
When you select this option and press Enter, you will be
asked to insert a backup disk and strike any key. The
QUOTE program will read the names of the data files on
the backup disk.
Each file name will be listed in the order that they
appear on the backup disk. To restore a particular file
you will be asked to enter the Password. If you do not
wish to restore the displayed file name, press Enter to
skip that file.
You may need to reselect this menu option and use another
of your backup disks if the desired file is not shown.
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13. Care & Feeding Of Data Base Files (Continued)
13.9 Mass Supplier Code Change
There may be a time when you wish to modify ALL Material
Masters that have one Supplier Code to all have a
different Supplier Code. Highlight this menu selection
and press Enter.
Enter the OLD or present Supplier Code. Then enter the
NEW Supplier Code. When you press F10, the program will
examine EVERY record in the MATERIAL.DBF data file
looking for the Supplier Code to be equal to your OLD
code. When it finds a record with the old code, the
Supplier Code on that record is changed to the NEW
Supplier Code.
13.10 Change Language
Use this selection to change the "hard coded" wording on
the printed quotation, Column Headings, etc., to the
words used by the language in your country.
Or use this selection to change the Column Headings to
match your printed quotation requirements.
13.11 Move Marked Quotes
+------------------------------------------------------+
| Move Mark Char. [ ] Move To or From C:\OLDQUOTE [ ] |
+------------------------------------------------------+
Pick the character you used to mark quotations on the
Browse Quote screen in the Move field. Press T to move
quotations to the drive (and sub-directory) you
specified in the Setup Move Quote Drive & Path menu. Be
sure that you have already created the hard disk sub-
directory. For the above example, at the DOS C:\>
prompt, you type MD\OLDQUOTE (Enter) to Make the
Directory. Press F10 to start moving the marked
quotations.
To move quotes back, press F to move From the archive
location. Press F8 to browse and mark your moved
quotes. Press Esc when done browsing and press F10 to
move the quotations back.
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14. Helpful Hints And Tricks
14.1 It is desired to have multiple Material Code records for
the same part from different Suppliers. The Material
Codes MUST be unique. Thus, just assign a Material Code
and append the Supplier Code at the end of the Material
Code. Example; "AC5512-AJAX" and "AC5512-JONES" could
be used for the "AC5512" Material Code depending on
which Supplier is used (AJAX Co. or Jones Co.).
Different Suppliers may have different prices and Lead
Times. For a particular "short fuse" quote, you may go
with the higher price to get faster delivery.
14.2 It is desired to have a ROS Code with a zero Return-
On-Sale rate for certain items where you wish to pass on
the item at "cost" as part of an overall quote.
Establish a ROS Master (such as "99") with a zero
Return-On-Sale and use it for that Material Coded item.
However, the Supply Expense rate (on the Set-Up screen)
will still be added to the rate. You should be careful
if you apply the zero rate ROS to labor. If you are a
Sole Proprietor company and the labor is yours, you are
still going to end up paying Federal Income tax anyway.
14.3 Allow for a Federal Tax Rate of zero. This has been
done. For some reason, some of you don't want to mark
up your quotations to provide an after tax mark-up rate.
I guess you want to be surprised at the end of the year
at tax time.
14.4 Allow for zero Supply Expense. I have also allowed for
this. Some of you have low or no supply expense rates
and just use zero when building the Supplier Masters.
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14.0 Helpful Hints And Tricks (Continued)
14.5 Navigation Keys. When you are entering data into the
ProDev*QUOTE screens, you have already discovered that
you can fill a field or press Enter to jump to the next
field. You can also press Ctrl/Home to jump to the
first (sometimes second) field on the current screen.
You can also press the Ins key to toggle the insert mode
to insert characters at the cursor. The Del key will
erase characters to the right of the cursor. The
Backspace key will erase characters to the left of the
cursor. Following are more special keys:
Up Arrow Move to previous field
Down Arrow Move to next field
Ctrl/Left Arrow Word Left
Ctrl/Right Arrow Word Right
Home Beginning of field
End Last character in field
Ctrl/T Delete word to right
Ctrl/Y Delete to end of field
Ctrl/U Restore field to original value
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
Appendix A - Make Your Own Printer Action Table
The purpose of a Printer Action Table (PAT) is to provide a file
that contains many of the special codes used for your printer to
turn on and off special printing features. These features include
Near Letter Quality, Compressed, Double Wide, etc. printing. There
is little standardization in the printer industry. These special
codes differ from one manufacturer to another and even between
printers made by the same manufacturer.
The QUOTE.EXE program, can read these .PAT files (they all have a
.PAT extender for the ProDev*MEMBER system), and know what ASCII
codes must be sent to the printer.
Take a look in Section 2 of this manual where you are told how to
pick the Printer Action Table for your printer. All of the .PAT
file names supplied with the ProDev*MEMBER program disk will be
displayed on the screen. By pressing the cursor arrow keys to
highlight the name of your printer (and pressing Enter), you will
tell the QUOTE.EXE program which printer you are using.
If you don't see your printer displayed, this Appendix will explain
how to create your own .PAT file.
All of the .PAT files supplied on the ProDev*QUOTE disk have the
same number of lines and the same format. The only difference
between the files are the numbers on each line after the first
Title Line.
To create a new Printer Action Table, use the Setup Menu Printer
Action Table menu and highlight EPSONFX.PAT. Press F3 to load the
EPSONFX.PAT into the editor that will appear on your screen. The
following page shows what the EPSONFX.PAT file looks like.
The QUOTE.EXE program uses only 4 of the lines in the .PAT file.
The 4 feature lines used by MEMBER.EXE are:
CONDENSED LETTERS ON, 15, 260
CONDENSED LETTERS OFF, 18, 260
NLQ ON, 27, 69, 260
NLQ OFF, 27, 70, 260
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
Appendix A - Make Your Own Printer Action Table
Listing Of EPSONFX.PAT File
EPSON FX 100 Printer Action Table
EMPHASIZED ON, 27, 69, 260
EMPHASIZED OFF, 27, 70, 260
DOUBLE STRIKE ON, 27, 71, 260
DOUBLE STRIKE OFF, 27, 72, 260
LARGE LETTERS ON, 27, 87, 1, 260
LARGE LETTERS OFF, 27, 87, 0, 260
MEDIUM LARGE LETTERS ON, 27, 87, 1, 15, 260
MEDIUM LARGE LETTERS OFF, 27, 87, 0, 18, 260
CONDENSED LETTERS ON, 15, 260
CONDENSED LETTERS OFF, 18, 260
PICA 10/INCH, 27, 80, 260
ELITE 12/INCH, 27, 77, 260
NLQ ON, 27, 69, 260
NLQ OFF, 27, 70, 260
ITALIC ON, 27, 4, 260
ITALIC OFF, 27, 5, 260
6 LINE/INCH SPACING, 27, 50, 260
8 LINE/INCH SPACING, 27, 48, 260
SUPERSCRIPT ON, 27, 83, 0, 260
SUPERSCRIPT OFF, 27, 84, 260
UNDERLINE ON, 27, 45, 1, 260
UNDERLINE OFF, 27, 45, 0, 260
TAB PREFIX, 260
TAB SUFFIX, 260
RESET ALL CODES,
27,70,27,72,27,87,0,18,27,5,27,80,27,50,27,84,27,45,0,260
DO NOT CHANGE THE TITLES AT THE BEGINNING OF EACH FEATURE LINE. You
should change line 1 to include the name of your printer, however.
To change a line, just move the cursor to the desired position.
Type each ASCII code required for that feature with a comma between
each number. Spaces are included to make the file easier to read.
You can include spaces or not as you desire. After the last ASCII
code number for your printer feature, type the number 260. Do NOT
type a comma after the 260.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
Appendix A - Make Your Own Printer Action Table
You will have to dust off your printer manual remove the shrink
wrap and read the sections of the manual that discuss the ASCII
codes used to program your printer. If they give a letter in place
of the ASCII code, look in the back of your printer manual for a
table of ASCII codes.
An example of how to convert a letter (given in your manual) to the
corresponding ASCII code is to look at the codes for NLQ ON (Near
Letter Quality On) for the EPSON FX.
NLQ ON, 27, 69, 260
Assume that the Epson Printer Manual said that the NLQ On code is:
Esc + E
Actually, the older Epson printers didn't have an NLQ feature, as
such, so Emphasized On is used for NLQ. The Emphasized feature
sort of double strikes as the print head moves across the paper.
So the Epson manual says to use Esc plus E for Emphasized print.
When you consult the ASCII table in your printer manual, you will
find that the ESC key produces an ASCII code of 27. Likewise, the
capital E produces an ASCII code of 69.
Place 27 and 69 (separated by a comma) in this line of the .PAT
file. Place another comma and 260 at the end of the line.
After you have modified all of the lines for the features supported
by your printer, press F10. You will be asked for the desired file
name. Try to use a name that describes your printer. You have a
maximum of 8 characters.
The RESET ALL CODES line contains the "Turn Off" codes for each
feature. You may be tempted to use the single Reset code that
initializes your printer. However, that code also resets the Top
Of Form memory in your printer. Doing this to a shared printer on
a Local Area Network may not be a good idea.
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Appendix B - Using WAMPUM Data Base Manager
One of the most powerful AND low cost dBASE III compatible data
base managers on the Shareware market is Ward Mundy's WAMPUM Data
Base. Unusual name, but an excellent buy.
The concept of importing external data into the ProDev*QUOTE
MATERIAL.DBF file involves 4 steps. At this point, assume that you
have your external data in a regular ASCII or text type of file.
1. If your external data does not have a decimal point in the
Unit Price field, you will need a to have a small BASIC
language program insert the decimal point into the correct
location. It is also easier to convert the data so that it is
a comma and quote mark delimited file. You may wish to add
the Unit Of Measure of "EA" to each record. This will be
covered on the next several pages.
2. Create a temporary dBASE type data file that has Field Names
spelled exactly like the field names used in the ProDev*QUOTE
MATERIAL.DBF file. You can use the WAMPUM Build Menu
selection to build this temporary file.
3. Then, you use the WAMPUM data base to import your text type or
ASCII data into your temporary data base.
4. The last step is to import your temporary data file data into
the ProDev*QUOTE system using the QUOTE program "Tools" Main
Menu, "Merge Material Codes" Sub-Menu selection. This
selection will see if the Material Code already exists in the
ProDev*QUOTE MATERIAL.DBF file. If it is a new code, the new
MATERIAL.DBF record will be created. If it is an existing
code, the Unit Price will be updated.
B.1 BASIC Language Conversion Program
For this section, we will use as an example a file of plumbing
prices sent to me by one of my Australian friends and a
registered customer. This file is laid out as follows:
Columns Data Field Description ProDev*QUOTE
Field
------- ---------------------------- ---------------
1 - 12 Material Code MATL_CODE
14 - 43 Long Description DESCRIPT
58 - 64 Price with ASSUMED 2 decimals UNIT_PRICE
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Appendix B - Using WAMPUM Data Base Manager
B.1 BASIC Language Conversion Program (Continued)
There are several problems with this data. The length of the
Material Code is Ok. However, the Description of 30
characters is 10 characters longer than the ProDev*QUOTE
DESCRIPT field of 20 characters. Lastly, the Unit Price
doesn't have a decimal point.
Here are several records of the data:
A0973 H/D COOPER 3/8X20 (9.52X.91) 00100001117
A1504 H/D COPPER 1/2X18 (12.70X1.22) 00100001906
The Material Code for the first item is A0973. The Unit Price
is 11.17 (assumed 2 decimal places). I don't know what the
0010 is ahead of the Unit Price.
In looking at the data, I decided that it would be a shame to
chop off the description at 20 characters. I hope that a
later version will expand the Description field to 35.
However, I am not there yet. Thus, I decided that since I had
to write a simple BASIC program to insert the decimal point in
the Unit Price, I could have the same program attempt to split
up the Description into the Part Number and Description
fields.
The next page shows a BASIC program that uses the first 12
columns for the Material Code.
The program then starts in column 10 of the Description to see
if it can find a blank to split out the Part Number field. In
the ProDev*QUOTE system, the Part Number field is 15
characters long.
If no blank is found between column 10 and 15 of the
Description, I have the program look for a ")" in column 10 to
15. Why did I look for a right parentheses? Because I looked
at a lot of the data and determined that a record that had a
right parentheses in that range would logically be a good
place to split off the Part Number field.
George's Rule #1 - KNOW YOUR DATA!
I pulled the data file into a text editor (or word processor
that can load an ASCII file). I paged down through the data
looking for logical places to break off the Part Number. Your
data file will be different than the one for this example and
you will have to make adjustments accordingly.
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B.1 BASIC Language Conversion Program (Continued)
If I didn't find a blank or ) between columns 10 and 15, I
look for the first blank in columns 1 to 15. If no blank is
found, I do an arbitrary split at 16 columns. The short
program that does all of this is below.
10 'Program CONVERT1.BAS to add the decimal point to text file
20 KEY OFF:CLS:EA$="EA":ROS=1
30 INPUT "Enter the Supplier Code to be added to each
record";SUPPLIER$
40 'The above line for a customer that wanted to add a fixed
Supplier Code
50 OPEN "A:PLUMDATA" FOR INPUT AS #1
60 ' ^--- Type drive letter and colon (":") ahead of the
input file name if the input file is in some other than the
DOS default drive.
70 OPEN "PLUMDATA.PRN" FOR OUTPUT AS #2
80 ' ^---------^---- Name the output file anything you wish.
90 LINE INPUT #1, ITEM$ 'Throw away the first line if it is a
header
100 WHILE NOT EOF(1)
110 LINE INPUT #1, ITEM$
120 MATLCODE$ = LEFT$(ITEM$,12)
130 PARTDESC$ = MID$(ITEM$,14,30):Y = 0
140 X = INSTR(10,PARTDESC$," ") : IF X > 0 AND X <= 16 THEN
Y = 1 : GOTO 180
150 X = INSTR(10,PARTDESC$,")") : IF X > 0 AND X <=16 THEN
GOTO 180
160 X = INSTR(1,PARTDESC$," ") : IF X > 0 AND X <=16 THEN
Y = 1 : GOTO 180
170 X = 16
180 PARTNUM$ = LEFT$(PARTDESC$,X - Y)
190 DESCRIPT$ = MID$(PARTDESC$,X+1)
200 UNITPRICE$ = MID$(ITEM$,58,7)
210 UNITPRICE = VAL(UNITPRICE$)/100 'Convert to numeric
variable with 2 decimal places
220 WRITE #2, MATLCODE$;PARTNUM$;DESCRIPT$; UNITPRICE;
SUPPLIER$;EA$;ROS
230 PRINT MATLCODE$;TAB(14);PARTNUM$;TAB(33); DESCRIPT$;
TAB(60);UNITPRICE;TAB(72)SUPPLIER$
240 WEND
250 CLOSE #1
260 CLOSE #2
270 SYSTEM
Set this page to the side so that you can refer to it as you
proceed with the following.
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B.1 BASIC Language Conversion Program (Continued)
The BASIC Interpreter
Part of the DOS files that came with your computer was a
program file named GWBASIC.EXE (for MS-DOS) or BASICA.EXE (for
true IBM computers). This file is probably installed in your
C:\DOS sub-directory. You likely have the command
PATH=C:\DOS;etc;etc in your AUTOEXEC.BAT file (see Page ? of
this manual). Having the PATH command lead to the
sub-directory will allow you to type GWBASIC (Enter) from the
C:\PDS sub-directory, and get you "into BASIC". If this
doesn't work, please get help from a local computer guru
before you contact me.
Thus, while you are in the C:\PDS sub-directory, type GWBASIC
(Enter). If you have a true IBM PC, type BASICA (Enter). At
this point, you will see the copyright message and version
number of your BASIC interpreter.
Along the bottom of the screen, you see that F1=LIST, F2=RUN,
F3=LOAD and F4=SAVE. There are titles for F5 to F10, however,
I am not going to discuss them.
Press F3. You will see LOAD" with the blinking cursor just
after the quote mark. Type CONVERT1 and press Enter. You
could have typed the whole thing (LOAD"CONVERT1), but I am
lazy and like to use the F3 key to type the first part of the
LOAD command for me.
The BASIC interpreter looks for a file named CONVERT1.BAS. The
BAS is the 3 letter file name extender for all BASIC language
programs. It is loaded and you should see "Ok" as the BASIC
prompt. A prompt is just the computer's way of asking "What
do you want to do next?"
Press F1 and then Enter. This will list the program on the
screen. It will probably scroll the top few lines off the
screen. You can type LIST 1-150 and just list up to LINE 150.
Or you can type LIST -150 to list from the beginning of the
program to LINE 150.
Every BASIC program line MUST start with a number. I started
at 10 and went up by 10s. Later I could squeeze in 9 more
LINEs between 10 and 20. If I type RENUM, all of the lines
are RENUMbered starting with LINE 10 and sequencing by 10s.
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B.1 BASIC Language Conversion Program (Continued)
The first LINE is 10. Right after the space after the 10 is a
single quote mark. This signals BASIC to ignore this line.
It is just a remark that I wrote to myself. Look at LINE 210.
At the end of the actual program statement, I typed a single
quote mark and tacked a remark note onto the end of the line.
BASIC will execute the first part of the line and ignore
anything after the single quote mark. When writing BASIC
programs, it is a good idea to leave a trail of remarks so you
can figure out the program later.
LINE 20 has 3 BASIC statements separated by colons (:). The
KEY OFF command turns off the Function Key list at the bottom
of the screen. CLS CLears the Screen. EA$="EA" creates the
string variable EA$ and places the value of "EA" into the
variable. If a variable ends with a dollar sign ($), BASIC
knows that you wish to have this variable contain character or
non-numeric data. Without the $, BASIC would not let you
place anything except numbers into the variable.
Note that the ROS Code is set to 1. You can change this to
any desired ROS Code number.
LINE 30 is an INPUT statement. The INPUT will cause BASIC to
place a question mark (?) on the screen and wait for the
person running the program to type something and press Enter.
When Enter is pressed, whatever was typed is placed into the
variable name at the end of the INPUT statement; SUPPLIER$ in
this case. Note that SUPPLIER$ is a string variable with a $
at the end of the name. A string variable is pronounced
"SUPPLIER string" or "EA string" - NOT "SUPPLIER dollar sign".
Further, the INPUT statement in LINE 30 contains a prompt to
the user that is enclosed in quote marks. Thus, when the
program is running and gets to LINE 30, you will see the
following on the screen:
Enter the Supplier Code to be added to each record?
The program will stop and the cursor will be blinking just
after the question mark. You may have noted that there is NO
question mark inside the quotes in LINE 30. BASIC will
produce the question mark automatically. Note the semi-colon
(;) between the closing quote mark and the SUPPLIER$.
If the user presses Enter without typing a Supplier Code, the
variable SUPPLIER$ will remain empty.
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B.1 BASIC Language Conversion Program (Continued)
Please realize that I had to show LINE 30 in this manual as
though it were 2 lines. Actually, I typed it into BASIC as
one line and only pressed Enter when I got to the end of the
full statement. BASIC will accept lines up to about 255
characters as long as you don't press Enter until the end of
the line. It will wrap to several screen lines as your screen
is only 80 characters wide. ONLY when you press Enter WHILE
STILL somewhere on the LINE does BASIC place the line into
memory as a BASIC statement line.
LINE 40 is a remarks line and will be ignored when the program
is run. Can you tell Mr. Rogers why it is a remarks line?
That's right - it has a single quote mark after the LINE
number.
LINE 50 starts the important part of the program. It OPENs
your original data file with the name that MUST be inside
quote marks. YOU will have to modify this line to contain the
actual name of your file. LIST 50 (Enter) to list this line
on your screen. Move the cursor with the arrow keys so that
it is on top of my file name of PLUMDATA. Over-type your file
name. If you have a dot and a file name extender, you can
press the Ins key to turn on insert so that you can insert
additional characters into the file name.
George's Rule #2 - Press Enter while STILL ON the line
If you modify a line and just move the cursor off the line,
the BASIC interpreter will NOT save your changes from the
screen to memory. You MUST press Enter while still anywhere
on a modified line. The same is true if you type a new line.
LINE 50 OPENs your file and assigns File Number 1 to that
file. Further we have told BASIC that we will only be reading
this file (FOR INPUT).
LINE 60 is a remarks line for your benefit.
LINE 70 OPENs a DIFFERENTLY named file to which we will write
our modified data. Again, you can modify this line to use any
file name you wish. You CAN NOT use the same name as used in
LINE 50. This file will be the one that is imported into your
temporary dBASE file by WAMPUM.
LINE 80 is a remarks line for your benefit.
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B.1 BASIC Language Conversion Program (Continued)
ONLY IF your data file has a header line that is NOT actual
data will you need LINE 90. This statement reads the first
line in the file and places it into the string variable ITEM$.
If you don't need this line (Know your data!), type 90 and
press Enter at the bottom of the screen. When you type a LINE
number without anything else, BASIC deletes that LINE from
memory.
LINE 100 starts a program loop. The program will loop between
LINE 100 and LINE 240 While Not End Of File number 1. A WHILE
loop requires a WEND statement to end the loop.
Every time the program goes through this loop, it will read
the next line of your original data file with the LINE INPUT
in LINE 110. The LINE INPUT #1, ITEM$ causes BASIC to read
from wherever it currently is in File #1 up to the next
Carriage Return character in your file and place this data
into ITEM$. Whatever was in ITEM$ before is replaced with the
new data.
I just picked the name ITEM$ for the name of my variable. I
could have named this variable almost anything. I try to use
names that have meaning to me. I say "almost" as you can't
use a BASIC language reserved word like DATE$, TIME$, and so
forth, that already are used by BASIC.
LINEs 120 to 210 is where all of the conversion takes place.
LINE 120 places the LEFT-most 12 characters of ITEM$ into the
variable MATLCODE$. If your file is laid out differently, you
may need to place fewer characters into MATLCODE$. Just
change the number after the variable ITEM$ and the comma. If
the Material Code is in the middle of a line of data, you will
have to use the Mid-String (MID$) function as described below.
LINE 130 goes into the MIDdle of ITEM$ to pluck out characters
starting at character number 14 and goes for 30 characters
(including column 14) and puts these characters into the
variable PARTDESC$. This variable now contains what I will
call both the Part Number and the Description. The following
statements will try to split up the Part Number and
Description. Since your data will be laid out differently,
you will have to change the 14 and 30 to whatever you need.
Remember my Rule #1 on Page 78?
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B.1 BASIC Language Conversion Program (Continued)
Also note that I tacked the statement Y=0 onto the end of LINE
130 and I separated the 2 statements with a colon (:).
The next 3 LINEs will use the INSTR function. This will allow
you to search for the occurrence of a particular character
string within another character string and determine the
starting position of the string. Thus, the
X = INSTR(10,PARTDESC$," ")
in LINE 140 will set the variable X to the column number
within PARTDESC$ for the first occurrence of a blank (" ") and
starts the scan in column 10.
The next statement on LINE 140 (after the colon) tests to see
IF X is greater than 0 AND IF X is less than or equal to 16.
If no blank is found after column 10 and before column 17,
then X will equal zero. Only IF the test is TRUE will the
rest of the statement to the right of the word THEN be
executed (including the third statement on the line). IF the
test is not true, BASIC will fall through this LINE and
execute LINE 140. To not be true, X would be zero or greater
than 16 as no blank was found between 10 and 16.
If a blank IS found between columns 10 and 16 the value of X
will be that column number. Further, the 2 statements to the
right of the THEN will be executed and Y will be set to 1 and
the program will branch to LINE 180 (skipping LINEs 150, 160
and 170).
If no blank is found in LINE 140, BASIC will execute LINE 150
to see IF a right parentheses is found between columns 10 and
16. If it finds one, BASIC branches to LINE 180 and Y stays
at the zero that was set in LINE 130.
I did this AFTER I looked at a lot of data and decided that
just looking for a blank was not going to produce a good split
in a lot of records. (Remember George's Rule #1?) In this
particular case, looking for a right parentheses made sense to
ME. You may have to look for other characters. You may not
even need LINE 150 so you will delete it by typing 150 Enter.
You may need to make further tests for other characters by
inserting LINES 151, 152, etc. Just type them in at the
bottom of the screen and press Enter while still on each new
LINE. When you reLIST the program, you will find that BASIC
inserted your new lines in the proper place.
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B.1 BASIC Language Conversion Program (Continued)
Likewise, LINE 160 looks for a blank starting in Column 1 of
PARTDESC$ as we are getting desperate to locate a splitting
point. Hopefully, it will be in column 8 or 9. If we find
one, we set Y=1 and branch to LINE 180.
LINE 170 is reached only if all 3 IF statements in LINEs 140,
150 and 160 fail. In that case we arbitrarily set the
splitting point at column 16. It won't produce nice output,
but at least we have a split.
LINEs 180 and 190 perform the actual split. The LEFT$
function places either X characters or X-1 characters of
PARTDESC$ into PARTNUM$. If we found a blank, Y was set to 1
and we chop off the blank. If a right parentheses is found, Y
is left at zero and we want to include the right parentheses
at the end of PARTNUM$. Now you know "why" the Y {hehehe}.
Likewise, the portion of PARTDESC$ starting at one character
after the blank or ) is placed into DESCRIPT$ by LINE 190.
The string variable UNITPRICE$ is plucked out of ITEM$
starting at column 58 and going for 7 columns including column
58. YOUR DATA WILL BE DIFFERENT and you will have to - you
guessed it - "Know your data!" and change the numbers in this
MID$ statement.
LINE 200 converts the string variable UNITPRICE$ to a numeric
type variable UNITPRICE (no trailing $) with the VALue
function. Then, the slash (/) divides that number by 100 to
insert the decimal point in the second place from the right.
What if your data assumed 3 decimal places (Know your data!)?
In that case you would divide by 1000.
Wow! All this work to get to LINE 220 that WRITEs out
rearranged data to your output file #2. By using the WRITE
command, BASIC will automatically inclose string data within
double quote marks and separate the fields of data with
commas. We will shortly create the temporary dBASE file with
WAMPUM. You MUST WRITE the comma delimited data to the output
file IN THE SAME ORDER that you will define the field names
with WAMPUM. The length of the actual data in each field is
not important at this point.
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Appendix B - Using WAMPUM Data Base Manager
B.1 BASIC Language Conversion Program (Continued)
LINE 230 PRINTs essentially the same data to the screen. This
is so you can watch the conversion take place. I hate
programs that do a lot of work with files and don't let you
know something is happening. You could remove LINE 230 and
the program will run slightly faster.
LINE 240 is the end of the loop started at LINE 100. BASIC
loops back to the matching WHILE and tests to see if we just
read the last record in your input file. If not, you loop
again. If you just read and processed the last record, BASIC
will jump to the next statement past the matching WEND.
LINEs 250 and 260 CLOSE the 2 files.
LINE 270 returns you to the DOS SYSTEM prompt. In other
words, it ends BASIC and you will see the normal DOS prompt on
the screen.
SAVE Your Modified Program
If you forget this step, all of your work will be lost. While
in a clear space at the bottom of the screen, press F4 to type
SAVE" for you on the screen. Type up to an 8 character file
name for your program and press Enter. BASIC will add the
file name extender of .BAS for you. If you want to rename the
program so that you don't over-write my program CONVERT1.BAS,
just use a different name.
The SAVE command saves the program from memory to the disk
file so you can load it later. If you forget to SAVE the
program, all of those computer ones and zeros in memory will
fall on your floor. They will bounce around for hours. Some
programmers use a bit bucket to catch those lost bits. My bit
bucket is lined with velcro to grab the bits (grin}.
RUN The Program
Either press F2 (which types RUN and Enter for you) or type
RUN and press Enter. The program will run and return you to
the DOS prompt when it is finished.
You can also run the program from the DOS prompt by typing
GWBASIC CONVERT1 (Enter). If you used a different file name
for your conversion program, type GWBASIC yourfile (Enter). If
you have a true IBM-PC, type BASICA filename (Enter).
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Appendix B - Using WAMPUM Data Base Manager
B.2 Create Temporary WAMPUM dBASE File
This section assumes that you have obtained a Shareware copy
of the WAMPUM data base system. Most disk copying services
and BBSs have this system. BE SURE to register your copy if
you continue to use it.
When you use the WAMPUM INSTALL program, the WAMPUM system
will be installed in the WAMPUM sub-directory. It is BEST if
you run WAMPUM in that sub-directory rather than the \PDS
sub-directory. The reason is that Ward's help screen file is
named HELP.DBF. By strange coincidence, my ProDev*QUOTE help
file is also named HELP.DBF. Thus, although you could be in
the C:\PDS sub-directory and type C:\WAMPUM\WAMPUM and
successfully run WAMPUM, you better not press F1 or WAMPUM
will try to read my HELP file and get all confused.
Thus, at the DOS prompt, type . . .
CD\WAMPUM (Enter)
WAMPUM VOODOO (Enter)
Please don't ask me why Ward has you type VOODOO as part of
the command line. You can get around it with a SET command
covered in the WAMPUM documentation.
At the WAMPUM Main Menu, press B to "Build new file". You
will be asked for a file name. I suggest MATL to create the
MATL.DBF. Do NOT use MATERIAL, EMATL or TEMP as those are
already being used by the ProDev*QUOTE system.
You will be asked for the Field Names, Field Length, Field
Type and Decimal Places for each field. Here is the structure
for the file you should build.
NUM FLD NAME TYPE FLD LEN FLD DEC
--- ---------- ---- --------- -------
1 MATL_CODE C 12 0
2 PART_NUM C 15 0
3 DESCRIPT C 20 0
4 UNIT_PRICE N 12 3
5 UNIT_MEAS C 2 0
6 SUPL_CODE C 6 0
7 ROS_CODE N 2 0
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B.2 Create Temporary WAMPUM dBASE File
You only ABSOLUTELY need the first 4 fields. The other fields
are nice to have so that you don't have to add the Unit Of
Measure, Supplier Code and ROS Code to all the Material
records with the QUOTE program.
Press Esc after defining the last field. Answer Y to build
the file.
As mentioned at the bottom of Page 85, the WAMPUM order of
field names MUST be in exactly the same order as the order of
data in the output file created by the BASIC language CONVERT
program.
The field names MUST be spelled EXACTLY the same (including
the underscores) as shown on the previous page. This is
because they must be spelled the same as in the ProDev*QUOTE
MATERIAL.DBF file. Although the WAMPUM field names MUST be in
the same order as the data in the ASCII text file (created by
the CONVERT program) they do NOT need to be in the same order
as the MATERIAL.DBF file as long as the field names are
spelled the same.
B.3 Import Data Into WAMPUM File
Run WAMPUM (WAMPUM VOODOO Enter) and press F to select the
desired dBASE file. You will be shown a list of the sample
files that come with WAMPUM and you may need to PgDn to see
your newly created MATL.DBF file. Highlight your file and
press Enter.
At the WAMPUM Main Menu, press C for "COPY utilities". Press F
to copy From a file. Press 5 for the file type and press
Enter to accept the double quote mark as the field delimiter.
Then, enter the name of your converted file. If the name of
your output file from your BASIC language conversion program
is PRICES.PRN and you created this file in the C:\PDS
sub-directory, you would type . . .
C:\PDS\PRICES.PRN (Enter)
WAMPUM will VERY quickly import all of your price data into
the temporary MATL.DBF file.
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Appendix B - Using WAMPUM Data Base Manager
B.3 Import Data Into WAMPUM File (Continued)
If you wish to browse that data from within WAMPUM, press
Alt/B to switch WAMPUM to the Browse mode. Answer N to pick
browse fields so you can see them all. Press E to "EDIT a
record" and type 1 (Enter) to start at record 1. You can now
browse and edit records. If you don't see all of your fields,
press Ctrl/Right Arrow to pan the screen to the right. You
can add Supplier and ROS Codes if desired.
B.4 Import WAMPUM File into ProDev*QUOTE Material
After pressing Esc to end WAMPUM, Change Directory to the
ProDev*QUOTE sub-directory (CD\PDS Enter).
Run the QUOTE program and select the "Tools" Main Menu, "Merge
Matl. Codes" Sub-Menu and press Enter.
For the Update Material File Drive & Path, type C:\WAMPUM\ and
press Enter. For the Update Material File Name, type MATL and
press Enter. For the Duplicate Material Action Code, you will
probably use A. Press F1 to get a list and explanation of
options. Press F10 to start the merge.
B.5 Other WAMPUM Imports
If your data file already contains the decimal point for
prices and you don't need to split the price file Description
between Part Number and Description, use WAMPUM to B=Build a
dBASE file that has the field names in the same order as your
ASCII data file. Use field names spelled EXACTLY as shown on
Page 87. The length of each field MUST be EXACTLY the same
length of the actual number of characters in your ASCII price
file.
If there are parts (or columns) in your price data that you
need to skip over as it won't be used by ProDev*QUOTE, create
Dummy field names and set the length of these fields to the
number of columns to be skipped. I use field names like
DUMMY1, DUMMY2, etc. The rule to follow is that you must
define a WAMPUM field to use every character across your price
data record.
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Appendix B - Using WAMPUM Data Base Manager
B.5 Other WAMPUM Imports (Continued)
To import this type of data into your WAMPUM file, press S to
Select your WAMPUM file that you built, highlight the file
name and press Enter. Press C for the Copy utilities and F to
copy From. Press 3 to import from a Standard Data Format
(SDF) file. Lastly, enter the path (if necessary) and name of
your ASCII price file.
If the ASCII file provided by your price service has a
Carriage Return Line Feed pair of characters at the end of
each record, you only need to define WAMPUM fields as far
across the price record as you desire to pick up data. If the
price file does NOT have a CR/LF pair at the end of each
record, you MUST define at least dummy fields to take up EVERY
character in each record.
B.6 Exporting WAMPUM To AS-EASY-AS .PRN File
You can even transfer ProDev*QUOTE data files to AS-EASY-AS
spreadsheet files via WAMPUM - WOW! AS-EASY-AS is the
Shareware spreadsheet software that uses Lotus 1-2-3
compatible files. You can order the AS-EASY-AS Shareware from
TRIUS, Inc. at 508-794-9377.
After you start WAMPUM and select the desired data base file
(Press F), press C on the WAMPUM Main Menu to see the Copy
Menu. Press T to Copy To. Then, press 5 (Enter) for a quote
mark (and comma) delimited output. You will be asked for the
Drive, Path and File Name of the output file. Type
C:\ASEASY\filename.PRN (Enter). Replace "filename with your
desired file name.
B.7 Importing The .PRN File Into AS-EASY-AS
Change Directory to the AS-EASY-AS sub-directory and run the
ASEASY program.
CD\ASEASY (Enter)
ASEASY (Enter)
When you see the blank spreadsheet, press the following keys:
/FIV
Highlight desired .PRN file name and press Enter
The .PRN file will then be loaded as a spreadsheet.
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Appendix C - Multi-State Operation
When you operate in more than 1 state, you have to deal with
different State Sales Tax requirements and Labor Rates. The
ProDev*QUOTE program retains the State Sales Tax information in the
QUOTE.MEM (MEMory) file. The hourly labor rates are kept in the
LABOR.DBF and the companion LABRGRP.NTX index file. Thus, you can
have multiple versions of these 3 files, one set for each state you
operate in. Since files MUST have different names to exist
together on the same sub-directory on your hard disk, the following
is going to tell you how to accomplish this magic.
First, you need to set up the tax and labor rates for the first
state. Run the QUOTE program, use the "Tools" Main Menu and the
"Quote Default Values" Sub-Menu" to see the screen for State Sales
Tax information. You may even wish to change the Federal Tax rate
if it also contains a State Income Tax component. After pressing
F10 in this screen, which saves these defaults to the QUOTE.MEM
file, build all of your labor rates for the first state.
Then, Quit the QUOTE program. For the following 3 COPY commands,
assume that you just set up the rates for Florida. The 2 character
State Code is FL. Thus, we will use FL as the target file name
extender below.
COPY QUOTE.MEM QUOTE.FL (Enter)
COPY LABOR.DBF LABOR.FL (Enter)
COPY LABRGRP.NTX LABRGRP.FL (Enter)
Next, run the QUOTE program again. Use the "Tools" Main Menu and
the "Quote Default Values" Sub-Menu" to see the screen for State
Sales Tax information and change the values to those required for
the second state. Using the "Modify Labor Master" menu, change the
hourly labor rates for those for the second state.
When you Quit the QUOTE program this time, assume that you just set
up the rates for Texas (TX). Perform the same 3 COPY commands
shown above, except that you use TX rather than FL for the target
file name extender. Continue with the above process for each
state.
Now, comes the magic. When you wish to run the QUOTE program, you
need to COPY the 3 files with the State file name extenders back on
top of the 3 files used by the QUOTE program. I have placed the
STATE.BAT file on the Shareware disk to do this for you. With the
STATE.BAT file in the \PDS sub-directory, type STATE FL (Enter) or
STATE TX (Enter) to have the STATE.BAT batch program perform the 3
COPY commands and run the QUOTE program. Substitute the desired 2
character State Code as required.
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Appendix D - Structure Of The Data Base Files
The ProDev*QUOTE Quotation system Version 5 uses the Borland dBASE
III Plus .DBF data base file structure. However, the QUOTE.EXE
program was created using the Computer Associates CLIPPER compiler
and the extensions that CLIPPER provides to the dBASE language.
Thus, you do not need a copy of BBorland's dBASE system to operate
the ProDev*QUOTE system.
Since the data files (those ending with .DBF and .DBT) are
compatible with Borland's dBASE III (or dBASE III+) and if you own
either of these dBASE systems, you may use your copy of dBASE III
to access the data base files. If you do, use care as you may
modify the structure of the files to the point where the QUOTE.EXE
program will not function. Tests indicate that dBASE IV ARE NOT be
compatible with the ProDev*QUOTE index and .DBT files. Thus, GREAT
CARE should be taken using dBASE IV on these files. BACKUP FIRST!
DO NOT attempt to modify a Memo field with dBASE IV or you will
TRASH the Memo field.
Following is a listing of the structure of all of the files used by
the ProDev*QUOTE Quotation system. If there is an associated Index
File, the file name is shown next to the data base field used for
the index. If a field is NOT used on the printed Quotation, the
"Quote Cols." will be zero. Some fields were shortened for
printing due to page width limitations.
Data Base File Name Associated Quote
Index Files Cols.
Material Code Master File
Structure for database: MATERIAL.dbf
Field Field Name Type Width Dec
1 MATL_CODE Character 12 MATLCODE.NTX 12
2 PART_NUM Character 30 PARTNUM.NTX 13/30
3 UNIT_MEAS Character 2 0
4 DESCRIPT Character 40 17/40
5 UNIT_PRICE Numeric 12 3 12
6 SUPL_CODE Character 6 0
7 ROS_CODE Numeric 2 0
8 ACCOUNT Character 6 0
9 LEAD_TIME Numeric 3 0
10 QUOTED Date 8 0
11 SUB_ASSY Character 1 (Future use) 0
12 SPECS Memo 10 0
13 PROD_CODE Character 5 PRODCODE.NTX 0
14 BULK_QUAN Numeric 6
15 BULK_PRICE Numeric 12 3
** Total ** 165
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Appendix D - Structure Of The Data Base Files
Structure Listing (Continued)
Data Base File Name Associated Quote
Index Files Cols.
Automatic Labor Units File
Structure for database: MATLLABR.dbf
Field Field Name Type Width Dec
1 MATL_CODE Character 12 MLABOR.NTX 0
2 LABR_GRP Character 6 0
3 HOURS Numeric 12 2 7
4 MINUTES Numeric 6 2 5
5 ROS Numeric 2 0
** Total ** 39
Labor Group Master File
Structure for database: LABOR.dbf
Field Field Name Type Width Dec
1 LABR_GROUP Character 6 LABGRP.NTX 0
2 GRP_NAME Character 20 20
3 LABR_RATE Numeric 12 2 5
** Total ** 39
Supplier Code Master File
Structure for database: SUPPLIER.dbf
Field Field Name Type Width Dec
1 SUPL_CODE Character 6 SUPLCODE.NTX 0
2 SUPL_NAME Character 20 SUPLNAME.NTX 0
3 SUPL_EXP Numeric 5 2 0
4 ADDRESS1 Character 20 0
5 ADDRESS2 Character 20 0
6 CITY Character 15 0
7 STATE Character 15 0
8 ZIP_CODE Character 10 0
9 CONTACT Character 20 0
10 TELEPHONE Character 16 0
11 FAX_NUMBER Character 16
12 NOTE1 Character 65
13 NOTE2 Character 65
** Total ** 294
This file is used to print ordering lists sorted and page
headed by Supplier name and address. The LEAD_TIME field from
the MATERIAL.dbf will be used to flag items that need to be
expedited.
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Appendix D - Structure Of The Data Base Files
Structure Listing (Continued)
Data Base File Name Associated Quote
Index Files Cols.
Return-On-Sale Master File
Structure for database: ROS.dbf
Field Field Name Type Width Dec
1 ROS_CODE Numeric 2 ROSCODE.NTX 0
2 ROS_RATE Numeric 6 2 0
3 INTEN_USE Character 20 0
** Total ** 29
Quotation Master File
Structure for database: QUOTE.dbf
Field Field Name Type Width Dec
1 QUOTE_NUM Character 8 QQUOTE.NTX 8
2 MOVE Character 1
3 CUSTOMER Character 30 QCUST.NTX 30
4 ADDRESS1 Character 30
5 ADDRESS2 Character 30
6 CITY Character 25
7 STATE Character 10
8 POST_CODE Character 12
9 TELEPHONE Character 16
10 FAX_NUMBER Character 16
11 CONTACT Character 30
12 DESCRIPT Memo 10 Note 1
13 DATE_QUOTE Date 8
14 SALES_PERS Character 15 QSALES.NTX
15 SNAP_DATE Date 8 Note 2
16 MATL_REQD Date 8 Note 2
17 PROJ_COMP Date 8 Note 2
18 ACT_MATL Date 8 Note 2
19 ACT_COMP Date 8 Note 2
** Total ** 282
Note 1 - The actual contents of the DESCRIPT Memo field are in
the associated QUOTE.DBT Text file. The 10 space field in the
QUOTE.DBF file only contains a pointer to the location of the
actual text in the QUOTE.DBT file.
Note 2 - These fields are used so you can freeze material
prices so that you can compare actual to estimated prices.
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Appendix D - Structure Of The Data Base Files
Structure Listing (Continued)
Data Base File Name Associated Quote
Index Files Cols.
Quote Material Detail File
Structure for database: QUOTMATL.dbf
Field Field Name Type Width Dec
1 QUOTE_NUM Character 8 MQUOTE.NTX 0
2 QUANTITY Numeric 12 2 8
3 MATL_CODE Character 12 12
4 LABOR Character 1 0
5 NOTE Memo 10
6 QUOTE_ROS Numeric 2
7 ACT_QUAN Numeric 12 3 Note 2 above
8 EST_SUPAMT Numeric 10 2 Note 2 above
9 ACT_SUPAMT Numeric 10 2 Note 2 above
10 EST_UPRICE Numeric 12 3 Note 2 above
11 ACT_UPRICE Numeric 12 3 Note 2 above
** Total ** 102
Quote Special Items Detail File
Structure for database: SPCLITMS.dbf
Field Field Name Type Width Dec
1 QUOTE_NUM Character 8 SQUOTE.NTX 0
2 QUANTITY Numeric 8 8
3 PART_NUM Character 30 15/30
4 DESCRIPT Character 40 17/40
5 UNIT_PRICE Numeric 12 2 12
6 SUPL_CODE Character 6 0
7 ROS_CODE Numeric 2 0
8 ACCOUNT Character 6 0
9 NOTE Memo 10
10 ACT_QUAN Numeric 12 3 Note 2 above
11 EST_SUPAMT Numeric 10 2 Note 2 above
12 ACT_SUPAMT Numeric 10 2 Note 2 above
13 ACT_UPRICE Numeric 12 3 Note 2 above
** Total ** 172
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Appendix D - Structure Of The Data Base Files
Structure Listing (Continued)
Data Base File Name Associated Quote
Index Files Cols.
Quote Labor Hours Detail File
Structure for database: QUOTLABR.dbf
Field Field Name Type Width Dec
1 QUOTE_NUM Character 8 LQUOTE.NTX 0
2 LABR_GRP Character 6 0
3 HOURS Numeric 12 2 12
4 MINUTES Numeric 5 2 5
5 ROS Numeric 2 0
6 EST_RATE Numeric 12 2 Note 2 above
7 ACT_HOURS Numeric 12 2 Note 2 above
8 ACT_MIN Numeric 5 2 Note 2 above
9 ACT_RATE Numeric 12 2 Note 2 above
10 AUTO_MAN Character 1 Note 2 above
** Total ** 76
Data Base File Name Associated List
Index Files Cols.
Purchase Order Temporary File
Structure for database: PURCHORD.dbf
Field Field Name Type Width Dec
1 QUANTITY Numeric 12 3 12
2 MATL_CODE Character 12 PMATCODE.NTX 12
3 PART_NUM Character 30 PPARTNUM.NTX 15/30
4 UNIT_MEAS Character 2 2
5 DESCRIPT Character 40 20/40
6 UNIT_PRICE Numeric 12 3 12
7 SUPL_CODE Character 6 PSUPCODE.NTX 4
8 ACCOUNT Character 6 6
9 LEAD_TIME Numeric 3 3
** Total ** 124
The above 3 index files are re-created each time the Order List
Sub-Menu is selected. Thus, they are not reindexed with the
Reindex Sub-Menu. The PURCHORD.DBF file is ZAPed each time it is
used as it only holds the temporary information required to
generate the lists.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
Appendix E - Change Program Options
E.1 Change Location Of Data Files
Normally, the ProDev*QUOTE program and data files are all in
the C:\PDS sub-directory. If you have more than 1 hard drive,
you may have used D:\PDS, etc.
You may wish to have the data files (all files that end with
.DBF and .DBT) in some other sub-directory, such as
C:\PDS\DATA1. Why would you want to do this?
Multiple Companies
Some of the ProDev*QUOTE users are creating quotations for 2
or 3 separate (usually related) companies. They can place
copies of the data files in a different sub-directory for each
company. For example, you wish to have sub-directories DATA1,
DATA2 and DATA3 under the C:\PDS sub-directory. To create
these sub-directories, you will use the DOS MD (Make
Directory) command Type the following commands at the C:\
prompt:
CD\PDS (Enter)
MD DATA1 (Enter)
MD DATA2 (Enter)
MD DATA3 (Enter)
The CD (Change Directory) command changes to the PDS sub-
directory. The last three commands create 3 empty sub-
directories. Be sure to note that there is a space and not a
back-slash between the MD and the sub-directory name (DATA1,
DATA2, or DATA3). If you had used a \, DOS would have created
the 3 sub-directories under the root directory rather than the
C:\PDS sub-directory.
A directory tree map will look like . . .
ROOT--+--DOS
|
+--PDS--+--DATA1
| |
| +--DATA2
| |
| +--DATA3
|
+--WORDPROC
|
+--ETC
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Appendix E - Change Program Options
E.1 Change Location Of Data Files (Continued)
At this point, you have the 3 empty sub-directories. Assuming
you have been building data files in the C:\PDS sub-directory,
you have the choice of leaving the present data files in the
C:\PDS sub-directory or moving the data files from the C:\PDS
sub-directory to the C:\MEMBER\DATA1 sub- directory. It
doesn't really matter as long as you keep track of what is
where. To move the files, type . . .
COPY C:\PDS\*.DB? C:\PDS\DATA1 (Enter)
DEL C:\PDS\*.DB? (Enter)
DEL C:\PDS\*.NTX (Enter)
COPY C:\PDS\DATA1\HELP.DB? C:\MEMBER (Enter)
DEL C:\PDS\DATA1\HELP.DB? (Enter)
The 1st command copied all .DBF and .DBT files (the * and ?
are DOS wild-card characters) to the C:\PDS\DATA1 sub-
directory, including the HELP.DBF and DBT files. The 2nd
command DELeted all DBF and DBT files from the C:\PDS sub-
directory. The 3rd command deletes all of the no longer
needed index files from C:\PDS. The 4th command copies the
HELP.DBF and HELP.DBT files back into C:\PDS as they were
DELeted by the 2nd command. The 5th command DELetes the Help
files from C:\PDS\DATA1.
The "Help" files need to only be in the C:\PDS sub-directory
and do not need to be repeated in the DATA sub-directories.
This will save a lot of hard disk space.
You need to now place empty data files in the DATA2 and DATA3
sub- directories. Locate the ProDev*QUOTE Disk (Disk #1 if
you have 5 1/4 inch disks) and place it in drive A:. Type . .
CD\PDS\DATA2 (Enter)
A:QUOTDATA (Enter)
DEL HELP.DB? (Enter)
The 1st command Changes Directory to the DATA1 sub-directory.
The 2nd command runs the self-extracting program QUOTDATA.EXE
that contains all of the empty DBF and DBT files. Answer Y to
the question presented by the program. The 3rd command
DELetes the un-needed HELP files.
You can CD\PDS\DATA3 and repeat the above for the third set of
files. If you elected to leave the original data files in
C:\PDS, you can place a 4th church in DATA1.
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Appendix E - Change Program Options
E.1 Change Location Of Data Files (Continued)
There is no limit to the number of DATA sub-directories you
can create and populate.
To run the QUOTE program, you type . . .
CD\PDS (Enter)
QUOTE (Enter)
This will run the program and it will use the data files in
the C:\PDS sub-directory. To have the program start and use
the data in the C:\PDS\DATA1 sub-directory, type . .
CD\PDS (Enter)
QUOTE /PC:\PDS\DATA1 (Enter)
The "/P" is called a "switch". P stands for "Path".
Immediately (NO SPACE) after the /P, type the full path for
the location of the desired data files. In this example,
C:\PDS\DATA1 was specified.
You could achieve the same result by going to the "Setup" Menu
and down to "Data File Drive & Path", pressing Enter and
typing the path at this point. However, your local computer
expert will want to have separate hard disk menu selections
for each church, and this way the desired data files can be
picked before run-time.
Another convenient feature is that you can Save Defaults for
each company and they will be saved to the appropriate DATA
sub-directory. This way, the Company Name and other setup
options can be arranged for each company as desired.
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Appendix E - Change Program Options
E.2 Date Formats For Various Countries
ProDev*QUOTE is used all over the world. If you reside
outside North America, you will probably wish to change the
way the date is displayed.
To change the Date Format, run the program with the following
"/D" switch. At the C: prompt, type . . .
CD\PDS (Enter)
QUOTE /Dcountry (Enter)
If you are in Australia, you would use QUOTE /DBRITISH. There
must be NO SPACE between the /D switch and the country code.
For the word "Country", as shown above, substitute one of the
following:
Country Format Displayed
AMERICAN mm/dd/yy
ANSI yy.mm.dd
BRITISH dd/mm/yy
FRENCH dd/mm/yy
GERMAN dd.mm.yy
ITALIAN dd-mm-yy
When you find the Date display you desire, highlight the "Save
New Setups" Sub-Menu and press Enter. Your new Date command
will be saved to the QUOTE.MEM file so that the new Date
format will automatically be used when you run the QUOTE.EXE
program. This way, you don't need to use the "/D" switch
again.
E.3 Changing The Program Colors
The QUOTE.EXE program will check the DOS Command Line for a /C
switch. The switch can be followed by the standard COLOR
commands used by Borland's dBASE and the Nantucket Software
CLIPPER compiler. The general form for the command to change
the screen colors is:
QUOTE /C(Standard Foreground\Standard Background),
(Data Window Foreground\Data Window Background),
(Border),
(Not Used),
(Unselected Foreground\Unselected Background)
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Appendix E - Change Program Options
E.3 Changing The Program Colors (Continued)
Following the /C, there are NO spaces. The parameters (up to
5) are separated by commas. The Foreground \ Background
portions are separated by back-slashes.
Standard = The screen box lines and messages.
Data Window = The location of the field input areas
Border = The border of your Color Graphics Adapter (CGA)
screen. This feature is not available on an EGA or
VGA screen.
Not Used = Just that, it is not used by CLIPPER at this
time.
Unselected = The data field windows that are not selected by
the cursor at a particular time. This makes
it easy to see what field you are currently on.
Only the first (2) parameters are used; Standard and Data
Window. BG Stands for Blue-Green and the + sets high
intensity ON for the BG making the lines and text high
intensity Blue Green.
The B is Blue. The blue background occupies the major portion
of the screen. Likewise, the data window text is BG (normal
intensity) and the window background is R=Red.
Following are all the colors available for the CLIPPERized
program:
Letter Color Letter Color
N Black GR Brown
B Blue W White
G Green N+ Gray
BG Cyan GR+ Yellow
R Red X Blank
RB Magenta U Underline
I Inverse Video
On monochrome monitors, color is not supported. CLIPPER,
however, supports the monochrome attributes reverse video (I)
and underlining (U).
Here are several combinations that you may wish to try:
GR+\B,BG\R,B GR+\BG,GR+\BG,BG
GR+\B,GR+\R,B G+\B,BG+\R,B
W+\B,W+\R,B
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Appendix E - Change Program Options
E.3 Changing The Program Colors (Continued)
How To Change Your Colors
Run the QUOTE program as follows:
CD\PDS (Enter)
QUOTE /CGR+\B,BG\R,B (Enter)
NO SPACES after the /C switch.
If you do not want to change one of the parameters, just have
the comma without anything between the commas. For example,
the following skips the border and the "Unused" parameters so
that the Unselected field colors can be set.
QUOTE /CBG+\B,BG\R,,,GR+\B
When you find a color combination you like, highlight the
"Save New Setups" Sub-Menu and press Enter. Your new color
command will be saved to the QUOTE.MEM file so that the new
colors will automatically be used when you run the QUOTE.EXE
program.
E.4 If You Have Snow On The Screen
The old IBM PC's and XT's and close clones would often show
snow in the screen during screen updates. The latest CLIPPER
compiler can now eliminate the snow with a SET command. It
does slow down the screen updates slightly, however. Use the
/N command line switch.
QUOTE /NY (Enter)
Use QUOTE /NN (Enter) to turn it off.
E.5 Suppressing Error Messages
To suppress the printing of Error Messages on the Quotation
for those items that do not have Supplier or ROS codes, type:
QUOTE /QNO (Enter)
If you want to make this change permanent, highlight the "Save
New Setups" sub-menu and press Enter.
To turn this feature off, use QUOTE /QYES (Enter) and "Save
New Setups".
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Appendix E - Change Program Options
E.6 Unit & Total Price Rounding
You May have Material Items with prices out to the tenth or
hundredth of a cent per unit (to 4 decimal places). This is
often the case with electrical items. When the QUOTE program
is printing the quotation, the Unit Price (to the hundredth of
a cent) is multiplied by the Quantity to come up with the most
accurate Total Price for that item. The Unit Price is rounded
only as it is printed as this saves 2 columns on the printed
page. This does create a condition where you can manually
multiply the Unit Price by the Quantity and it doesn't seem to
come out quite right. But it does provide the most accurate
Total Price to both you and the customer.
It is possible to change the way that the program rounds so
that the Total Price is calculated the same way and then
divided by the quantity and rounded to 2 decimal places for
the Unit Price. Then, the rounded Unit Price is re-multiplied
by the Quantity to get a rounded Total Price. That makes the
printed amounts look better, but is not quite as accurate on
each item. Hopefully, the difference would be only a few
cents over the entire quotation unless the number of items
like this is very large.
To change the rounding process, get to the C:> prompt. Then
type . .
QUOTE /UY (Enter)
Run the QUOTE program again and compare the results. If you
like these results, "Save New Setups".
If you wish to turn off the rounding feature, type QUOTE /UN
(Enter) and "Save New Setups" again.
E.7 Clear Field Browse Editing
When you are editing while browsing the data files, you
normally have to overtype the entire field. If you desire
that the field be blanked when you type the first edit
character, use the /F Command Line Switch.
QUOTE /FY (Enter)
You can "Save New Setups" so this Command Line Switch isn't
needed again. You can shut the feature off with QUOTE /FN
(Enter).
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Appendix E - Change Program Options
E.8 DR DOS And F1 Help
You must have a version of DOS of Version 3.3 or higher for
the program to be able to open enough files to display the F1
Help screens. The QUOTE program may not be able to correctly
determine the version of your DOS if you are using Digital
Research's DR DOS. To force the program to realize that you
have DR DOS Version 5 or 6, type . . .
CD\PDS (Enter)
QUOTE /V5 (Enter)
As long as the number after the /V is equal to or higher than
3.3 the program will display the F1 Help screens. Save New
Setups so you do not need this command line switch in the
future.
E.9 Edit The Help Screens
The ProDev*QUOTE system ships with complete F1 Help screens.
Remember that you need DOS Version 3.3 or higher for F1 Help
to be enabled. If you have special wording that you would
like on various Help screens, modifying the Help screens is
very easy. At the DOS prompt of C:\>, type . . .
CD\PDS (Enter)
QUOTE /EY (Enter)
The Y=Yes Edit. This runs the QUOTE program. Access any Help
screen with F1. You can now, change the text. While in the
edit mode, you can not use Alt/F1 to print the Help screen.
Remember to press the Ins key to place yourself into the
Insert mode. Press Enter at the end of a line to insert a new
blank line. Ctrl/Y will delete an entire line. End will jump
to the end of a line and Home will jump to the beginning. The
Backspace key gobbles up characters to the left and the Del
key eats characters to the right.
Press F10 When Finished Modifying
E.10 Multiple Command Line Switches
You can use up to 10 switches on one line. For example, if
you wish to specify the data file drive, change colors and
turn on "Edit Help". It requires a SPACE between each switch.
QUOTE /PC:\PDS\DATA2 /CGR+/B,BG/R,B /EY
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Appendix E - Change Program Options
E.11 Using "Material In Stock" Instead Of "Lead Time"
Several users have insisted that the programs use the title
"Material In Stock" instead of "Lead Time" and "Inventory
Date" instead of "Date Quoted" in the programs.
I don't recommend this as the Purchase Order List function
won't properly flag those items that need to be expedited.
Further, the ProDev*QUOTE system is NOT intended as an
inventory system. There are already many good Shareware
inventory systems on the market. This is NOT a Command Line
Switch feature.
However, if you want this feature, place the following line in
your AUTOEXEC.BAT file:
SET QSTOCK=STOCK
If you insist on using this feature, I recommend that this be
in the AUTOEXEC.BAT file as it must be placed into the DOS
Environment Table each time the ProDev*QUOTE programs are to
be run.
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Appendix E - Change Program Options
E.12 Prevent Modify Access To Data Files
If you will be having personnel use ProDev*QUOTE that are to
prepare quotations, but are NOT allowed to add or change the
Material, Supplier, Labor Rate and ROS Code data base records
or any other field that will affect the ultimate quotation
price, use the /M command line switch.
At the DOS prompt, type QUOTE /MmodPass (Enter), where you
replace my example "modPass" with the actual password you wish
to use. DO NOT use the word "PASSWORD" or the password you
ask for on the Registration Form for file and record deletion.
After starting the QUOTE program with the /M followed by the
Modify Password, "Save New Defaults". This will save the
special Modify Password to the QUOTE.MEM file. Be sure this
QUOTE.MEM file is on all disks or hard drives used by the
restricted personnel.
When the QUOTE program reads the QUOTE.MEM file that contains
the Modify Password, it will ask for this password each time
any screen is requested that has denied access.
E.13 Secure Prices
The /S switch will control showing prices on the screen when
you are adding items to a quotation in case you have customers
looking over your shoulder. To secure the prices, use /SY.
To shut off the Secure Price feature use /SN.
QUOTE /SY (Enter)
****** WARNING ******
Remove this page from the Instruction Manuals given to the
restricted personnel.
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Copyright 1993 ProDev*QUOTE QUOTATION SYSTEM Version 5.0
Index
Account Code . . . . . . . 19 Edit Help Screens . . . . . 104
Auto Labor . . . . . 6, 13, 32 Electrical Prices . . . . . 24
Auto Labor Units . . . . . 20 Empty Data Files . . . . . . 67
AUTOEXEC.BAT . . . . . . . . 5 EPRICE Program . . . . . . . 66
Backup Data Files . . . . . 70 Error - DOS Error 3 . . . 2, 8
Backup Drive & Path . . . . . 9 Error - DOS Error 4 . . 2, 4, 5
Browse Material . . . . 22, 32 Error Message Suppression . 102
Browse Records . . . . . . 54 External Prices . . . . . . 65
Bulk Price . . . . . . . . 19 F1 Help . . . . . . . . . . . 1
Calendar . . . . . . . . . . 1 Federal Tax . . . . . . . . . 7
Canned Footnote . . . . . . . 7 Federal Tax Rate . . . . . . 72
Change Date Format . . . . 100 Field Title Changing . . . . 23
Change Field Titles 10, 11, 23 Fixed Cost Items . . . . . . 35
Change Language Wording . . 71 Footnote . . . . . . . . . . 31
Clear Field Editing . . . . 103 Footnote - Canned . . . . . . 7
Color Change . . . . . . . 100 Freeze Quote Prices . . . . 59
Color Monitor . . . . . . . . 8 Help . . . . . . . . . . . . . 1
Command Line Switches - Help Screen Editing . . . . 104
Multiple . . . . 104 Hints . . . . . . . . . . . 72
Company Name . . . . . . . . 6 Import Data . . . . . . . . 77
CONFIG.SYS File . . . . . . . 4 Index Data . . . . . . . . . 67
Copy Quotation . . . . . . 49 Installation . . . . . . . . . 3
Cost Tracking . . . . . . . 59 Insurance Costs . . . . . . 34
Crash - DOS Error 3 . . . 2, 8 Labor - Auto . . . . . . 13, 32
Crash - DOS Error 4 . . 2, 4, 5 Labor Hours - Quote . . . . 36
Create Data Masters . . . . 12 Labor Rate . . . . . . . . . 13
Create Labor Master . . . . 13 Labor Rate Master . . . . . 13
Create Material Master . . 18 Language Changes . . . . . . 71
Create Printer Action Lead Time . . . . . . . . . 19
Table . . . . . . 74 List Prices . . . . . . . . 24
Create Quotation . . . . . 30 Mass Price Change . . . . . 66
Create Supplier Master . . 16 Mass Supplier Code Change . 71
Customer Name . . . . . . . 31 Material - Quote . . . . . . 32
Data Master Creation . . . 12 Material Browsing . . . 22, 32
Date Formats . . . . . . . 100 Material Code Format . . . . 19
Date Quoted . . . . . . . . 19 Material Codes . . . . . . . 72
Delete - Empty Data Files . 67 Material Descriptions . . . 22
Delete Labor Master . . . . 28 Material Master Creation . . 18
Delete Masters . . . . . . 25 Mathematics - Quote . . . . 42
Delete Material Master . . 25 Merge Material Prices . . . 65
Delete Records - Pack . . . 66 Modify Auto Labor . . . . . 26
Delete ROS Master . . . . . 29 Modify Masters . . . . . . . 25
Delete Supplier . . . . . . 27 Modify Material Master . . . 25
Description - Quote . . . . 31 Modify Quote . . . . . . . . 37
Descriptions - Material . . 22 Modify ROS Master . . . . . 29
Discounts . . . . . . . . . 35 Modify Supplier . . . . . . 27
Don't Show Screen Prices . 106 Modify Supplier Master . . . 28
DOS Error 3 . . . . . . . 2, 8 Monochrome Monitor . . . . . . 8
DOS Error 4 . . . . . . 2, 4, 5 Move Quotations . . . 9, 55, 71
DR DOS Version . . . . . . 104 Multi-State Rates . . . . . 91
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Index
Multiple Command Line Rental Items . . . . . . . . 21
Switches . . . . 104 Reports . . . . . . . . . . 51
Multiple Companies . . . . 97 Bulk Prices . . . . . . 53
Multiple Data Files . . . . 97 Labor Master . . . . . 52
Multiple Program Switches . 104 Material Master . . . . 52
Navigation Keys . . . . . . 73 Purchase Order Lists . 53
Options . . . . . . . . . . . 6 Quotation . . . . . . . 39
Auto Labor . . . . . . . 6 Quotation Titles . . . 53
Backup Drive & Path . . 9 Rental Units . . . . . 53
Canned Footnote . . . . 7 Return-On-Sale Masters 52
Change Field Titles 10, 1 Supplier Master . . . . 52
1 Variance . . . . . . . 64
City, State, Postal Restore Data Files . . . . . 70
Code . . . . . . . 7 Return-On-Sale Code 12, 14, 33,
Color/Monochrome 42
Monitor . . . . . . 8 Return-On-Sale Rate . . . . . 7
Company Name . . . . . . 6 Round Prices . . . . . . . . 103
Data & Quote Drive & Run Program . . . . . . . . . 3
Path . . . . . . . 8 Sales Tax . . . . . . . . . . 6
Federal Tax . . . . . . 7 Save New Setups . . . . . . . 8
Overhead Rate . . . . . 7 Secure Data . . . . . . . . 106
Printer Action Table . . 9 Secure Prices . . . . . . . 106
Return-On-Sale Rate . . 7 SET Commands . . . . . . . . 97
Sales Tax . . . . . . . 6 Snap Shot Freeze Quote . . . 59
Save New Setups . . . . 8 Snow On Screen . . . . . . . 102
TXT File Drive & Path . 8 Special Item Notes . . . . . 34
Overhead Rate . . . . . . . . 7 Special Items . . . . . . . 34
Pack Data . . . . . . . . . 66 Start Program . . . . . . . . 3
Password . . . . . . . . . 65 Sub-Assemblies . . . . . . . 49
Post Actual Prices . . . . 61 Supplier Code Change - Mass 71
Price Change - Mass . . . . 66 Supplier Master . . . . . . 16
Price Rounding . . . . . . 103 Supply Expense . . . . . 16, 72
Price Services . . . . . . 24 Support - Technical . . . . . 3
Print Quotation . . . . . . 39 Suppress Error Messages . . 102
Printer Action Table . . 9, 74 System Files
Printer Action Table AUTOEXEC.BAT . . . . . . 5
Creation . . . . 74 CONFIG.SYS . . . . . . . 4
Product Code . . . . . . . 19 SET CLIPPER=F:25 . . . . 5
Profit Rates . . . . . . . 14 Tandy CONFIG.SYS . . . . 4
Quotation - Create . . . . 30 Tandy Computer CONFIG.SYS . . 4
Quotation - Move . . . . 9, 55 Technical Support . . . . . . 3
Quotation Number . . . . . 30 Track Cost . . . . . . . . . 59
Quotations - Move . . . . . 71 Unit Of Measure . . . . . . 19
Quote - Modify . . . . . . 37 Upgrade Data Files . . . . . 68
Quote Description . . . . . 31 Zero Markup . . . . . . . . 72
Quote Labor Hours . . . . . 36
Quote Material . . . . . . 32
Quote Mathematics . . . . . 42
Quote Printing . . . . . . 39
Reindex Data . . . . . . . 67
108
