PC-FOOD II version 7.1 July 9, 1995 Professional Food Costing User's Guide Page 2 Acknowledgements IBM, IBM-AT, IBM 286 AND PC-DOS are trademarks of the International Business Machines Corporation. MS-DOS and Microsoft Windows are trademarks of Microsoft Corporation. LIMITED WARRANTY THIS SOFTWARE AND MANUAL ARE PROVIDED FOR EVALUATION ONLY, ON AN "AS IS" BASIS. SCHRECK SOFTWARE DISCLAIMS ALL WARRANTIES RELATING TO THIS SOFTWARE, WHETHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. NEITHER SCHRECK SOFTWARE NOR ANYONE ELSE WHO HAS BEEN INVOLVED IN THE CREATION, PRODUCTION, OR DELIVERY OF THIS SOFTWARE SHALL BE LIABLE FOR ANY SPECIAL, INDIRECT, CONSEQUENTIAL, INCIDENTAL OR OTHER DAMAGES ARISING OUT OF THE USE OR INABILITY TO USE SUCH SOFTWARE, EVEN IF SCHRECK SOFTWARE HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES OR CLAIMS. THE PERSON USING THE SOFTWARE BEARS ALL RISK AS TO THE RESULTS, QUALITY AND PERFORMANCE OF THE SOFTWARE. THE USER IS SOLELY RESPONSIBLE FOR TESTING THE SOFTWARE WITH HIS/HER DATA FOR REASONABLENESS AND ACCURACY OF RESULT. IN NO EVENT SHALL SCHRECK SOFTWARES' LIABILITY EVER EXCEED ANY PRICE PAID, DIRECTLY TO SCHRECK SOFTWARE, FOR THE LICENSE TO USE THE SOFTWARE, REGARDLESS OF THE FORM OF THE CLAIM. YOU MAY HAVE OTHER RIGHTS WHICH VARY FROM STATE TO STATE. This agreement shall be governed by the laws of the State of Minnesota and shall inure to the benefit of SCHRECK SOFTWARE and any successors, administrators, heirs and assigns. Any action or proceeding brought by either party against the other arising out of or related to this agreement shall be brought only in a STATE or FEDERAL COURT of competent jurisdiction located in Washington County, Minnesota. The parties hereby consent to in personam jurisdiction of said courts. If any provision of this agreement is found void, invalid or unenforceable, it will not affect the validity of the balance of the agreement. Page 3 30 DAY EVALUATION LICENSE Use of this product (PC-FOOD II software) constitues your acceptance of these terms and conditions and your agreement to abide by them. PC-FOOD II is NOT a public domain program. It is copyrighted by LEE SCHRECK. This software and accompanying documentation are protected by United States copyright law and also by international treaty provisions. SCHRECK SOFTWARE grants you a limited license to use this software for evaluation purposes for a period not to exceed thirty days. If you continue using this software after the thirty-day evaluation period, you MUST make the registration payment to SCHRECK SOFTWARE. You may not use, copy, rent, lease, sell, modify, decompile, disassemble, otherwise reverse engineer, or transfer this evaluation program except as provided in this agreement. Any such unauthorized use shall result in immediate and automatic termination of this license. All rights not expressly granted here are reserved to SCHRECK SOFTWARE. ASP MEMBER BBS SYSTEMS may distribute this shareware version of PC-FOOD II, completely unaltered, without further permission. For other distribution you must consult the data record in the VENDINFO.DIZ file, which is hereby incorporated by reference. Any distribution satisfying all the distribution requirements expressed in that data record is hereby authorized. Permission to distribute the PC-FOOD II package is not transferable, assignable, saleable, or franchisable. Each vendor wishing to distribute the package must independently satisfy the terms of this limited distribution license. U.S. Government Information: Use, duplication, or disclosure by the U.S. Government of the computer software and documentation in this package shall be subject to the restricted rights applicable to commercial computer software as set forth in subdivision (b)(3)(ii) of the Rights in Technical Data and Computer Software clause at 252.227-7013 (DFARS 52.227-7013). The Contractor/manufacturer is SCHRECK SOFTWARE, 1420 Interlachen Circle, Woodbury MN 55125 SCHRECK SOFTWARE may revoke any permissions granted here, by notifying you in writing. All rights not expressly granted here are reserved to SCHRECK SOFTWARE. Page 4 PROGRAM OVERVIEW PC-FOOD II was developed as an easy to use alternative to high priced, complex sytems. If you hate the learning curve of most software packages, you will love PC-FOOD II. With PC-FOOD II you will no longer manually calculate food cost each time ingredient costs change. Just compare invoice prices with the ingredient listing in PC-FOOD II, edit any prices that have changed, and PC-FOOD II will instantly update all calculations throughout! PC-FOOD II is very easy to use! In addition to calculating food cost (materials cost), PC-FOOD II will also maintain two required selling prices for each menu item. One selling price is based on a desired gross profit dollar amount, while the other is based on a desired gross profit percentage. Gross profit is selling price minus food cost. The "price changes" feature of PC-FOOD II will alert you to items which are outside of your pricing specifications. Review the listing and decide if the price should be updated. Pricing is an "art" not a science. PC-FOOD II is NOT an "expert" system capable of determining appropriate prices for you. Don't forget competition when pricing! Also, remember that gross profit must cover all operating costs and provide you with your desired profit. Don't confuse gross profit with net profit. Another feature of PC-FOOD II is the Menu Mix function which will maintain an overall food cost, total revenue and total gross profit for one or more menu item "mixes." Also included in PC-FOOD II is the ability to export all ingredients to a file ready for import to your spreadsheet program. With this feature you may develop your own ingredient reports, input forms, maintain inventory balances, etc. CONTENTS OF DISKETTE The PC-FOOD II diskette contains the following files (and possibly others): PCFD71.EXE the PC-FOOD II program INGRED.DAT sample ingredient data file RECIPE.DAT sample recipe data file MENU.DAT sample menu item data file SETUP.DAT report format settings SAMPLE.MMX sample menu mix file PCFD71.ICO icon file for use with WINDOWS installation FILE_ID.DIZ information for bulletin board systems PCFD71.TXT this user manual VENDINFO.DIZ complete information on distribution, licensing, etc. The "DAT" and "MMX" files MUST BE CONSIDERED AN INSEPARABLE SET. To begin with all new data, delete the "DAT" files and any "MMX" files. When you back-up your data, ALWAYS keep the "DAT" and "MMX" files in one set. Failure to do so will cause unpredictable results! Page 5 SYSTEM REQUIREMENTS AND PROGRAM CAPACITIES MINIMUM REQUIREMENTS: IBM or compatible "286" (AT) or compatible computer with 640K RAM, one 720K or 1.44MM 3.5" floppy drive, hard drive and a printer. PROGRAM CAPACITIES: From the Main Menu, PC-FOOD II displays the minimum number of additional items which may be added. This is the sum of ingredients, recipes, and menu items. Please note that if an item is deleted, the counter will not release the record. Adding a new item after previously deleting an item will likewise not reduce the counter. Total capacity is approximately 3,100 items (ingredients + recipes + menu items). DISK SPACE: The Main Menu displays available disk space. Do not attempt to exceed available space! Always leave a safety margin. Unpredictable results will occur if disk space is exceeded, including program crash. INSTALLATION The following instructions assume your hard drive is drive "C" and the distribution diskette is in floppy drive "A". 1) Create a subdirectory on your hard drive: C:MD PCFOOD 2) Copy all files from the diskette to the hard drive subdirectory: C:COPY A:*.* C:\PCFOOD 3) Installation in Microsoft WINDOWS (PC-FOOD II is a DOS program): a) Complete steps 1 and 2 or use the WINDOWS file manager to do the same. b) From the WINDOWS Program Manager, select File, New, Program Item. c) Enter a description: PC-FOOD II d) Enter a command line: C:\PCFOOD\PCFD71.EXE e) Select Change Icon, OK, Browse, C:\PCFOOD\PCFD71.ICO, OK, OK, OK STARTING PC-FOOD II PC-FOOD II uses the computer's system clock in several functions. If you have not set the clock, please do so. Enter the following command from your new subdirectory to start PC-FOOD II: C:\PCFOOD\PCFD71 To run PC-FOOD II in black and white, add /b to the end of the command. Page 6 GENERAL PROGRAM OPERATION Begin the definition process with ingredients, then recipes and finally menu items. Recipes use ingredients and menu items may use both ingredients and recipes. As you work with the program, you will see that it minimizes the need to constantly go back to define new ingredients if they are defined first. Press F1 while the cursor is located in any input field to view specific help for that field. Recipes are not generally served as a single unit but are instead used in menu items. Pizza, bread dough, sauces, cookies, hot dish, etc., could all be defined as recipes. Menu items are the final products sold (or served) as a single unit. A single bowl of soup, an individual cookie, a sandwich, pizza, beverage, steak dinner, etc., are all menu item examples. To cost out an entire banquet, just define a menu mix file containing your selected menu items in any quantity. NOTE: On-line help is available at the press of the F1 key. Data input fields also have help available by pressing F1 while the cursor is in a field. Because most of the program's features are presented in help screens, that information will not be presented again in this printed documentation. You are encouraged to take a tour of PC-FOOD II and review the help screens before actually beginning to define your data. Help screens do not exceed one page in length. DON'T MISS THESE IMPORTANT POINTS: 1) The main menu help screen discusses moving around in PC-FOOD II. Be sure to try finding an ingredient, recipe or menu item by just pressing the key of the first character of the description. Continue to press the key to scroll through the listing. 2) When using a mouse, double click to select a list choice. Single click to select a button choice or to answer a (Y / N) question. 3) When defining a menu item or recipe, input the description, save the record, insert the desired ingredients/recipes, then return to edit/define the remaining fields by pressing F7=Edit. 4) The location of the highlight bar determines the selections available for printed reports in ingredients, recipes and menu items. 5) When printing, the "lines per page" may be set for fewer lines than are available per page to add additional blank lines after a page number. Do not set the "lines per page" to exceed your printer's normal lines per page (normally 66 for a dot matrix and 60 for a laser). Page 7 6) IF YOU INTEND TO EXPORT INGREDIENTS BY USING F8=FILE, DO NOT USE DOUBLE QUOTATIONS (") IN ANY INGREDIENT TEXT FIELD. THE DOUBLE QUOTE CHARACTER SIGNALS THE END OF A TEXT FIELD FOR MANY PROGRAMS. IMPORTING THE INGREDIENTS THAT CONTAIN DOUBLE QUOTES WITHIN A DESCRIPTION OR NOTE WILL MOST LIKELY CAUSE THE RECORD TO IMPORT INCORRECTLY TO YOUR SPREADSHEET PROGRAM. 7) A numeric field that displays a preceeding "%" sign contains a value that has overflowed the display. The value may also be negative in adddition to being too large for the display. Examine the item containing the overflow for reasonableness. PC-FOOD II was designed for food costing, not for space shuttle development. The fields should allow for display if the values are reasonable. MESSAGE FROM THE ASP This program is produced by a member of the Association of Shareware Professionals (ASP). The ASP wants to make sure that the shareware principle works for you. If you are unable to resolve a shareware-related problem with an ASP member by contacting the member directly, the ASP may be able to help. The ASP Ombudsman can help you resolve a dispute or problem with an ASP member, but does not provide technical support for members' products. Please write to the ASP Ombudsman at 545 Grover Road, Muskegon MI 49442-9427, or send a CompuServe message via CompuServe mail to ASP Ombudsman 70007,3536. The OMB may also be contacted by FAX by sending to the ASP FAX number: (616)788-2765. When contacting the OMB, please include a telephone number and/or FAX if available.