The Business Master (3rd Edition)

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BID - BIZ Version 1.6 This program is for those needing the capabilities of multiple component and phase costs tied to bid or primary items. The program uses multiple record windows for viewing, editing and various look up purposes. While the program can be used for other businesses, it is primarily intended for contractors looking for an inexpensive but powerful estimating program. Requirements for the program are at least 512k ram, hard disk with proper Config.Sys file, and a printer capable of 132 columns. This version of the program will automatically send the standard condensed code to the printer (as needed) if your printer accepts them. See Config.Sys file below if you are not sure about this requirement. The program will not work properly without one. A color system will also add to the use of the program. If you have a color system and the program does not come up in color, try entering MODE CO80 just prior to running the program. If this is consistent with this or other programs, you may want to run the programs from bat files with this line of code just prior to the program name to run. To install the program, you should first create a directory on your hard disk, then copy the files into it. Program is started by entering BIDBIZ at the prompt. I've named my directory BDBZ. A sample estimate is included and used for the following instructions. This allows for a smaller documentation file and should be easier and faster to learn the use of the program. You only need the program file BIDBIZ.EXE to establish your application. It will create the necessary data files. No other files are necessary if you wish to start with empty files. All files have virtually unlimited record capacities. Their design keeps them as small as possible. If you need them, use them. If you like this program, registration is 40.00. You will then be sent the registered version with additional features. It has an optional entry screen for bid items only which displays the bid items with extensions and bid total. The BID-BIZ logo will be removed from the printed quotes and provisions for removing the printer condensed codes if not needed. PC-Bid owners of record, please send 20.00 only. Please feel free to make copies of the program for anyone who may have use of it. Your support is appreciated. Feedback is welcome. I. J. Smith 9795 Rustling Oaks Baton Rouge, La. 70818 GENERAL USAGE NOTES When prompted for such items as estimate numbers, if the field is blank you can simply press ENTER and a table of the choices will be presented for you. Simply use the arrow keys to scroll and highlight the item you want to use and press ENTER. You can also use the PgUp and PgDn keys to move between full screens. Control PgUp and PgDn will place you at the beginning or end of the file. When you wish to make changes to a highlighted record displayed in a table, simply press ENTER and a window will appear for you to make necessary changes. You can also delete a highlighted record by pressing DEL. To add a record, press INS and the data entry window will appear. Use the ESC key to end data entry or back out of procedures. You can also accept data entry screens by pressing CONTROL-ENTER. This can save steps in not having to use the ENTER or ARROW keys thru each data field. NOTE: You should not change an estimate's number if you have corresponding records in the estimate file. Otherwise the records will still exist under the old number. You should delete estimates thru the estimate names option under the main menu. This will remove all associated records with the same estimate number. To create an estimate, you must first create an estimate name record from the main menu. Various burden amounts will be displayed from the company data record presently being used. They are intended as defaults and can be changed as needed. For this reason, you may want to establish company name records before creating estimates. BURDENS: The program allows for two types of burden factors, direct and indirect. The direct burdens are applied directly to the unit amounts used in the estimate listings. This can be useful for such purposes as sales taxes or storage costs on materials, or other increased costs as needed. You may also enter a brief description of the direct burdens used. Indirect burdens are used as overhead factors and added at the end of the direct cost extensions. They are used for the normal taxes and insurance, bond premiums, general overhead, etc. These are entered in decimal formats, 0.1000 would indicate a ten percent factor. Many will prefer to use the direct burdens for all of their burden costs. Do so by all means. This will give the added capability of comparing item costs to the prices used in the main estimates. The indirect burdens could then be used for unusual costs such as storage, out of town costs, etc. Use the comment field in the estimate name file for brief cost notes, that's what it's there for. The program allows for multiple company records. This can be useful for the quote option as well as for establishing different defaulting burdens to be used for different type estimates...various workers' comp insurance, out of town expenses, etc. Use as needed. Some may find it useful to simply place a description in lieu of the company names, making the choice easier with the lookup feature. When you look at the company name record, notice the way the company name and address have been centered in their respective fields. This is used to center them as desired in the printing of the quotes. A good master file of bid items with your established costs will make your estimating much easier. You can however create estimates with only a few master file records. Unlike many other programs, once you have added a record to your estimate file, the master file is no longer needed to make changes to the record. You can thus see the advantage of using a few dummy records for those bid items not frequently used. IMPORTANT CONCEPTS The estimates are based on a few simple rules. You must first establish a bid item or primary item. These item numbers must be started with a bid (B type) as the first record. The quantity of this first record will be used to establish the final quantities of the next group of records associated with it. These records must have the same item number, and the order number you want them placed within the item. No duplicates are allowed. You may consider incrementing the order numbers several factors so as to allow the inserting of other records later. The item numbers are unique and designed so as to better keep them in their order. I suggest using three numbers as in the examples. This would allow inserting new items with four numbers as items 0021 and 0022 to place them just below a main item number such as 002. Although B type records can be used as cost items, I don't recommend using them unless you have some specific purpose for doing so. Conversely, the use of cost type records should be avoided for the bid or primary items. At this point you should print the sample estimate included. Use the Main Estimate option from the Reports Menu. If your component costs are the same as your bid items, your estimates can easily be produced as items 003, 004 and 005 in the examples. The program becomes very easy to use for this type of cost estimating. If however, your needs are as in item 001 you will need to establish formulated quantities as indicated for the concrete material item in this example. A good master file can make this task much easier. As you can see, many cost items can be added as needed. The program has virtually no record limitations, so don't make it hard on yourself by not establishing a good working master file. Obviously, formulas require care and testing before using. Once established however, they can be very powerful tools. Items 0021 and 0022 are unique as they are established for cost purposes only. In the example, they are intended to be used for establishing a bid amount for item 002. Notice the use of B or bid items in their structure. Since they have no unit amounts, no bid extensions are printed. They will also not print on the bid items report or the quotes. While these items could have been placed in item 002, their individual total costs would not be seen as they are in the examples. Items 006 and 007 give examples of time related production expectations. For some, it's the only way to estimate costs. The hourly or daily production expected is easily changed with the unit quantity. Additional cost phases such as testing, cleanup, etc., could also be added to these items. As you can see, the progam offers a lot of flexibility. Once you understand the above concepts, I think you will agree...it is capable of doing an awful lot of different types of estimating. Use the program and browse thru the sample estimate records as displayed in the records table window. Compare them with the main estimate. You can also get a listing by choosing the full estimate listing in the reports menu. The listing could make it easier to check things out. You may want to try printing out a few other reports so as to familiarize yourself with what's available. They should be self- explanatory. The print by master lists could be useful for updating your master file after a major bid. Quotes allow you to type in a customer name and address prior to printing them. Many users will want to establish and maintain frequently used standard estimates. The use of scrolling records in the program should make this easy to update cost or price changes. The bid items entry table should be helpful in establishing new bids. It will only allow entries or changes to bid type records. It also displays the extensions, and the total can be displayed by simply pressing the F5 function key at anytime. This option should also be helpful if you only want to establish a quote and do not need costs. Of course, seeing your bid items and totals before printing should be a big help in determining your final bid without the hassle of having to print it each time a change is made. (See registered version for this option). Should you wish to start with fresh new files, simply delete all the files except the BIDBIZ.EXE program file. It will rebuild new files on next start up. I hope the examples in the sample main estimate were sufficient in covering your particular needs. Each company has it's own way of doing things. Only you can decide the best way to establish your estimating costs. I hope this program is sufficient in giving you the necessary tools for that purpose. The most important thing to remember is that the cost quantity times the amount must equal the cost of one unit of the bid item. This can be done by manipulating the quantity or the amount depending on your needs. FUNCTION KEY USAGE The following keyboard keys are used in the multiple record table windows. A popup window will appear from these keystrokes. A description of the action will appear in this window such as 'This record will be added' or 'Press ENTER to delete'. You can press the ESC key to cancel or in the case of the deletion, press ENTER and the record is then removed. You may find it easier to add records by being situated where you want to add the record... thus the use of the INSert key. KEY FUNCTION ------- --------------------------------------------- INSert Used for adding new records. Record will automatically be inserted in proper position. DELete Used for deleting highlighted records. ENTER Used for changing highlighted record. ESC Cancel or exit. ARROWS These keys are used to scroll thru the records one at a time. PgUp Displays previous window of records. PgDn Displays next window of records. CTRL PgUp Displays records from beginning of file. CTRL PgDn Displays records from end of file. LOCATOR Locator fields are used to locate records more quickly. As you enter the number desired, the program will try to highlight the record or the nearest one found. The data entry windows are fairly straight forward. You simply add or change data as needed with the ENTER key. Use of the ESC key can also restore data if you wish. The ARROW keys can also be used to step thru the data fields. If your data is correct, you can also press CTRL ENTER and not have to step thru the fields. Lookup fields are also used thru-out the program. If prompted for an estimate number for example, you can enter the estimate number desired or if blank simply press ENTER. Choices will then be displayed in a table. Some field choices such as TYPES are shown with the acceptable choices. Use the arrow keys to highlight your choice. As with most tables, when adding new estimate items you may find it handy to enter new master records at that time. When the master file table appears you can simply press the INS key and add a new record if needed. QUOTES As many contractors know, there are many "standard" forms to be used when submiting quotes. It's beyond the scope of this program to provide for everyone's needs. Many have to submit their quotes on prepared bid documents as well. Some users need a customer name and address for each estimate, while others need one quote for many customers. If you do not need a customer data file, simply enter one record with a blank name and address. You will be prompted for the customer just prior to printing the quote. Users needing a customer for each estimate may consider using the comment field for the customer number also. NOTE: Only B type records with monetary amounts greater then zero are included. This is to eliminate those records used for cost purposes only. If you only need to prepare a fast quote and not concerned about costs, the bid items only option should make this very easy. SCREEN BLANKER The program also has a feature which will blank your monitor screen should your system be inactive for 10 minutes or longer. This feature is added to protect your monitor's screen from burnin. If your screen happens to be blank when you come back from a coffee break, simply press one of the arrow keys to refresh the display. DATA FILES COMPANY DATA FILE The company data file is only used for Quotes and for cost burden defaults when creating a new estimate name record. For this reason, many may not have any need for more then one record. It's important to note that this file is not used for any of the estimating reports. If used for the quotes, make sure you center your company name and address as shown in the example. You may have to experiment until you are satisfied with what you get. ESTIMATE NAMES FILE This file contains the name and various direct and indirect cost burden factors used in their respective estimate costs. As shown in the example main estimate, direct burdens become part of the direct costs in the estimates. Indirect cost factors are only added at the end of the estimates and used on the totals only, which contain the costs of direct burdens as well. The comment field can be used for brief notes, customers, etc. The information will only be printed on the estimates for later references. Use the main menu option to access the file. As stated above, use the INS, DEL and ENTER keys for file maintenance. You can use letters and numbers to create the estimate numbers. MASTER FILE Use the main menu option to access the file. For most users, this will be the largest file used. Besides the normal keyboard keys described above, a locator field is also available at the top of the record table window. Use it to locate records faster. You may also want to be in the area of the records when making new additions with the INS key. This can be very useful for not trying to enter duplicate records. ESTIMATE FILE If you have been thru the preliminary instructions using the example estimate included, you are probably familiar with it's use by now. As mentioned earlier, <B>id type records should be used as the first entry in each item. It's quantity is then used to extend the cost item quantities to reflect the total estimated quantities and costs. Please read the important concepts above for more information. The understanding and use of this concept cannot be overemphasized since it gives you so many capabilities in your estimates. Besides the <B>id type records, five cost types are provided; <E>quipment, <L>abor, <M>aterial, <O>ther, and <S>ubcontractors. As seen in the example main estimate, they can be used as needed. Separate cost estimates are also available for each type with the Estimate by types option. File listings can be sent to your printer from the file listings menu. The use of ram disks and other accellerated data file handlers should not be used or they will defeat the extra safety features used for preventing file losses. When making backup copies of the data files (those with extensions of DAT), make sure the files with the extensions beginning with the letter K are also saved (K??) at the same time. CUSTOMER FILE If you plan on having a large customer name and address file, you will need to establish a numbering system. You may use letters and numbers for this purpose. No duplicates allowed. This file can be sent to your printer for reference by entering the following at the DOS prompt: COPY BIDBIZ.DOC LPT1: ----------------------------------------------------------------------- CONFIG.SYS file As stated above, the program will not work without a proper CONFIG.SYS file in your root directory. It should contain lines of code such as: files=24 buffers=16 You can use your editor to check for these lines of code. The numbers are not critical and can be less. What's important is that you have this file. You can check for it's existence by simply entering TYPE CONFIG.SYS at the prompt of your root directory. If DOS returns a file not found message, you can copy the CONFIG.DTA file included with this application. After it has been copied into your root directory, rename it CONFIG.SYS. You must restart your system for this file to take effect. ================================================================ DISCLAIMER ---------------------------------------------------------------- USER ASSUMES ALL LIABILITIES IN THE USE OF THIS APPLICATION. DUE TO THE NATURE OF THIS PROGRAM AND THE MANY VARIOUS COMPUTERS AND OPERATING SYSTEMS BEING USED, IT IS THE USER'S RESPONSIBILITY TO INSURE THE FITNESS OF THE PROGRAM FOR IT'S INTENDED PURPOSE. THE APPLICATION HAS BEEN TESTED. HOWEVER, IT IS STILL THE USER'S RESPONSIBILITY TO UNDERSTAND AND USE IT PROPERLY. NO WARRANTIES ARE EXPRESSED OR IMPLIED. AS WITH ALL COMPUTERS, BACKUPS OF ALL IMPORTANT DATA FILES SHOULD BE MADE PERIODICALLY. ================================================================ Other programs by this author you may want to look into: EIMS Eqpt Inventory and Maint Scheduling EASY QUOTE Product quoting COST-BIZ Job cost program SPC-INVENTORY PLUS Purchases, sales and inventory SALES-BIZ Sales tracking program TAKOFF Material takeoffs PC-BID PLUS Easy cost estimating (And others)