PC-FOOD II version 7.0 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 AND DISCLAIMER OF WARRANTY THE USER OF THIS SOFTWARE MUST DETERMINE APPROPRIATE MARGINS, PROFITS AND PRICES FOR HIS/HER OPERATION. SCHRECK SOFTWARE IS NOT RESPONSIBLE OR LIABLE FOR THE USER'S INTERPRETATION OR APPLICATION OF DATA DEFINED BY THE USER OR GENERATED BY THE SOFTWARE. THE USER IS SOLELY RESPONSIBLE FOR TESTING THE SOFTWARE WITH HIS/HER DATA FOR REASONABLENESS AND ACCURACY OF RESULT. THE SOFTWARE AND DOCUMENTATION ARE PROVIDED "AS IS" AND WITHOUT WARRANTY OF ANY KIND EITHER EXPRESS OR IMPLIED. ALL IMPLIED WARRANTIES, INCLUDING THE WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR USE, ARE HEREBY EXCLUDED. THE ENTIRE RISK AS TO THE RESULTS AND PERFORMANCE OF THE SOFTWARE IS ASSUMED BY YOU. YOU MAY HAVE OTHER RIGHTS WHICH VARY FROM STATE TO STATE. 30 DAY EVALUATION AGREEMENT By using the PC-FOOD II system, users acknowledge acceptance of the following user agreement: PC-FOOD II is a "Shareware program" and is provided for a "try before you buy" evaluation. Feel free to share it with others, but do not alter it in any way. The essence of "user-supported" software is to provide personal computer users with quality software without high prices, and yet to provide incentive for programmers to continue to develop new products. If you find PC-FOOD II useful and continue to use it after a 30 day trial period, you must make the registration payment to SCHRECK SOFTWARE. Continued unlicensed use is a violation of federal copyright law. If you are a consultant and wish to install PC-FOOD II in your client operations, you MUST register (license) each operation before installation. Failure to do so is a copyright infringement. COPIES OF PC-FOOD II OBTAINED THROUGH SHAREWARE VENDORS OR A BBS ARE NOT LICENSED. SHAREWARE VENDORS PROVIDE A SERVICE BY DISTRIBUTING EVALUATION COPIES FOR A LOW FEE. YOU MUST REGISTER (LICENSE) PC-FOOD II WITH SCHRECK SOFTWARE IF YOU CONTINUE TO USE THE PROGRAM. Page 3 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: PCFD70.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 PCFD70.ICO icon file for use with WINDOWS installation FILE_ID.DIZ information for bulletin board systems PCFD70.TXT this user manual 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 4 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\PCFD70.EXE e) Select Change Icon, OK, Browse, C:\PCFOOD\PCFD70.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\PCFD70 To run PC-FOOD II in black and white, add /b to the end of the command. Page 5 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 6 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.