The PC-SIG Library 9

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Text File | 1990-08-14 | 20KB | 516 lines

PC-FOOD Food Costing System Version 5.0 Copyright (c) 1988, 1989, 1990, By Lee Schreck All Rights Reserved. PROGRAM DESCRIPTION: PC-FOOD is completely menu driven and very easy to learn and use. Please read these brief instructions completely before beginning. PC-FOOD is designed to calculate food cost (materials) only. It does not consider other costs and expenses of business operation. The program will maintain two required selling prices for each menu item. One is based on a desired gross profit $ (GP$), and one is based on a desired gross profit % (GP%). Both calculations are also based on the food cost you have defined. Gross profit is selling price minus food cost. After you have set-up the program for your operation, you will no longer need to guess or manually calculate food cost each time ingredient costs change. Just compare invoice prices with the inventory ingredient printout, edit any prices that have changed, and the program will instantly update all relevant food costs. DISK CONTENTS: Make a back-up of your program disk before continuing and store in a safe place. The PC-FOOD distribution disk contains the following files on the disk: PCFOOD.EXE the program file INV.DTA inventory ingredient data file RECIPE2.DTA batch recipe data file MENU2.DTA menu item data file DEPART.NAM menu item department name file FOOD.DOC this instruction file DOC.BAT batch file for printing this instruction file IDEPT.NAM inventory ingredient department name file ********** SALESMIX.EXE included to registered users only (described below) To start with all new data, erase the following files while at the DOS A> prompt : A>DEL INV.DTA A>DEL RECIPE2.DTA A>DEL MENU2.DTA The DEPART.NAM and IDEPT.NAM files can be erased, or you can simply change the department names necessary for your use when you define a menu item or inventory ingredient. Page 2 PC-FOOD can be run from one 360K floppy drive. A larger capacity 3 1/2, 5 1/4, or hard drive is recommended, as all files must be in the same directory. To run from a hard disk, copy all files to the proper directory on your hard drive. Actual capacity is 998 records each of inventory ingredients, batch recipes, and menu items, when sufficient disk space is available. If you use a 360K system, remove the documen- tation file from the disk to save storage space. Storage requirements for each file are as follows: INV.DTA = 73 bytes per record RECIPE2.DTA = 152 bytes per record MENU2.DTA = 131 bytes per record (SALESMIX DATA) *.MIX = 31 bytes per line item in each file STARTING THE PROGRAM: If your computer does not have an automatic clock calander, be sure that you set the date on system start up. PC-FOOD uses the date in several functions. To start the program, enter PCFOOD at the DOS command line. PROGRAM SET-UP AND OPERATION: If a % sign appears in any $ input field, you have overflowed the display and must start from the beginning of that record. If you receive a "Redo from start?" message, you have input a numeric value in an alphabetic input area, or vice versa. Type the correct input and press <Enter> to continue (the display will be O.K. when you are done, but verify for accuracy). To set-up PC-FOOD, begin with the definition of the INVENTORY INGREDIENTS, then define your BATCH RECIPES and finally the MENU ITEMS. Batch recipes are those that are not served as a single unit but instead are sold by dividing into smaller units or are used in menu items. Pizza dough, sauces, cookies, hot dish, etc., are all batch recipes. Menu items are the final product that are sold (or served) as a single unit. A bowl of soup, an individual cookie, a sandwich, pizza, beverage, etc. INVENTORY INGREDIENTS: Although additional ingredients can be added to the program at any time, it is better to have them all entered before continuing. You may need an ingredient when you begin defining batch recipes and menu items and will then have to go back and define it. Choose "INVENTORY INGREDIENT" from the main menu. If there are no inventory records defined, you will be taken directly to the new inventory definition screen. If inventory has already been entered (such as sample data), the first record will be displayed and several choices will be offered. By choosing "N" (enter new item), you will be taken to the definition screen. Page 3 Follow the prompts on the screen to define a new record. The idea is to start with the normal unit you purchase, such as a case, and break it down into the unit of measure used in your recipes and menu items. Several of the fields allow for either fast entry of common choices using numbered choices or for user input of a description by pressing "E" and typing a description. The input format allows for flexibility for the way you buy and use the item. If any amount or price is entered as 0, it will then be listed on the printout when "Print All Incomplete Records" is chosen from the inventory printing menu. This allows you to just press <Enter> (to enter a 0) for a numeric field you are unsure of, save the record, print out the listing of these records, find the correct amounts, and then edit the records with the correct amounts. Version 5.0 now allows the user to define six department names for inventory. Access this function through the "N" (new inventory item). Department names must match EXACTLY any previously defined inventory items, or the previously defined item will not display or print. An accurate portion scale will be needed for some of your inventory set-up. One of the features of PC-FOOD is the ability to define the way YOU use each ingredient. Example: Flour is purchased by the pound (usually 50 or 100 lbs. at a time) but is used by the cup. With a portion scale you can calculate the conversion of cups per pound and enter it in the program. THIS CONVERSION WILL ONLY NEED TO BE DONE ONCE. Accuracy is important and up to you. Choices at the INVENTORY INGREDIENT display: "S" Change the department that you wish to scroll. If a depart- ment is chosen that does not contain any records and you try to scroll, the computer will beep and the department to scroll will change to "ALL". "F" Find a record by number for fast editing of a specific record. "N" Enter a new inventory ingredient record. "R" Return to the MAIN MENU screen. "E" Edit the currently displayed inventory ingredient. When the price is changed and the record saved, the current date will be saved with the record. When the record is saved, all edits will instantly change all MENU ITEMS and BATCH RECIPES using the ingredient. Use the "L" (list) command to display all uses, and the "price changes" print command from the MENU ITEM printing function, for a printout of all MENU ITEMS that now have a calculated required selling price that varies from the current selling price by more than 1/2 cent. "L" List the MENU ITEMS that use this ingredient directly, and also the BATCH RECIPE uses of the ingredient with a list of the MENU ITEMS that use the BATCH RECIPE. "D" Delete the currently displayed ingredient. You will be asked to verify this choice and will not be allowed to delete an item needed in an existing MENU ITEM or BATCH RECIPE. Page 4 BATCH RECIPE: The BATCH RECIPE is used to "build" the recipes your establishment uses that are not sold or served as a single unit. These recipes are used by the ounce, portion, piece, etc., in your MENU ITEMS in any quantity that you desire. Each BATCH RECIPE can contain up to 19 ingredients. Because you are defining a "cost recipe" and not a cooking recipe, insignificant or low cost items such as water, salt, etc., can be excluded from your recipes if you desire. As in the INVENTORY INGREDIENT section, you will either be taken directly to the input screen or the display of a recipe, depending on whether a recipe already exists in the file. Enter a recipe name, choose the inventory department to scroll from, scroll in your choice, hit the "+" key to use the item, and enter a quantity. The ingredients may also be selected by pressing the "F" (Find) key and entering the ingredient number. When your recipe is complete, hit the "D" key (for done selecting) and follow the remaining screen prompts. NOTE: All calculated dollar amounts in the program are rounded for display but are held in memory to seven decimal places. Calculations are performed using the actual numbers in memory so that rounding errors will not become large when successive multiplications are performed. Although this results in an extremely accurate final result (such as the total batch recipe cost), multiplications and additions may appear to be slightly off if the displayed amounts are multiplied by other displayed amounts, or a row of displayed amounts are summed manually. Choices at the BATCH RECIPE display: "D" Delete the displayed recipe. You will be asked to verify this choice and will not be allowed to delete a recipe needed in an existing MENU ITEM. "L" List the MENU ITEMS that use this recipe. "E" Edit the displayed recipe. When the recipe is saved, all edits will instantly change all MENU ITEMS using the recipe. "N" Enter a new BATCH RECIPE. "R" Return to the MAIN MENU. "F" Find a recipe by number. Enter number 1001 as 1, 1002 as 2, etc. "P" Page is used to toggle between the two screens used for each recipe. MENU ITEM: The MENU ITEM is the actual finished product that you serve. Building a MENU ITEM is almost identical to the procedure for a BATCH RECIPE, except you can also choose ingredients from the BATCH RECIPES with the "F" key choice which selects the file to choose from. EachèMENU ITEM can contain up to 12 ingredients (INVENTORY or BATCH RECIPES). Page 5 After entering the MENU ITEM name, you will be prompted for a department to file this entry in. The "S" key choice will allow you to set up one or all six departments. NOTE: If a department name is changed after a MENU ITEM has been previously saved under the old department name, that MENU ITEM will only appear on screen while scrolling with the "DEPT. TO SCROLL" set to "ALL". After you have completed your MENU ITEM, you will enter the current selling price. The gross profit and food cost % will be automatically computed, and you will be asked for a desired gross profit $ and gross profit %. This feature permits the program to calculate the new required selling prices discussed above (within 1 cent). To input the current gross profit $ and % as the desired gross profit $ and %, just press <Enter> when you are prompted for these amounts. The "E" (Edit) key will allow editing of these fields after the MENU ITEM has been saved for the first time. The selling price input is limited to $99.99, and the desired GP$ and GP% inputs are also limited. You will be prompted if you exceed these limits. The desired gross profit $ (GP$) is displayed directly above the related required selling price (req. price). The desired gross profit % (GP%) is displayed directly above the related required selling price. The same is true on the printed reports. Choices at the MENU ITEM display: "S" Selects the department to scroll for display. "E" Edit the currently displayed MENU ITEM. When the selling price is changed and the record saved, the date of the price change will be saved with the record. "N" Enter a new MENU ITEM. "D" Delete the displayed MENU ITEM. You will be asked to verify this choice. "R" Return to the MAIN MENU. PRINTING: The printing function is completely menu driven and easy to understand from the choices given. The following printing functions are available: INVENTORY INGREDIENTS by department (the six departments you have defined) or all departments at once, sorted by department. All Incomplete INVENTORY INGREDIENTS (use during set-up when you are unsure of a value and need to measure or look up the correct amount). Complete BATCH RECIPES (all recipes will be printed in a format similar to the monitor display for BATCH RECIPES, or individual recipes can be printed by entering the recipe number). Page 6 BATCH RECIPE Summary (all recipes will be printed, but in a condensed format with less detail). Complete MENU ITEMS by department MENU ITEM Summary by department MENU ITEM Price changes (if either of the two required price calculations varies from the current selling price by more than 1/2 cent, the item will be printed. SALESMIX.EXE SALESMIX is a new module (released with version 5.0 of PC-FOOD) for use with PC-FOOD data, and is included only to registerd users. SALESMIX will maintain one or more actual or projected menu item sales combinations, each of which is instantly updated with currently defined PC-FOOD data. Choose "F" from the main menu of SALESMIX to define a new file or to display or print an existing one. A display of currently defined files will be displayed, as well as the available disk storage space. Normal file naming conventions must be observed (eight characters with no blank spaces between characters). SALESMIX will automatically add the extension .MIX to each file. Defining a new file is almost identical to defining a batch recipe in PC-FOOD. All functions are displayed on screen and really need no further description. If a MENU ITEM is included in a SALESMIX file and is subsequently deleted from the PC-FOOD MENU2.DTA file, or the name is changed, SALESMIX will be unable to find it. A message to that effect will be displayed on the line previously occupied by that MENU ITEM, when the SALESMIX file is displayed or printed. Once used in a SALESMIX file, the MENU ITEM must maintain the same name and MENU ITEM number. DISCLAIMER: PC-FOOD is designed to calculate food cost (materials) only. It does not consider other costs and expenses of business operation. The user must determine what gross profit is necessary for each item they define. The author is not responsible for the user's interpretation or application of PC-FOOD or the data defined by the user or generated by the program. Liability is limited to program replacement or refund of registration fee received by the author, should PC-FOOD not function as described. The author shall not be liable for any consequential or incidental loss or damage. Page 7 ORDERING INFORMATION: PC-FOOD is a user supported program. You are encouraged to give copies to anyone who might use it. The sale or alteration of the program in any form will not be permitted without written permission from the author. If you use the program PLEASE complete the following registation form and enclose a check or money order for $49 per installation. Lee Schreck Schreck Software P.O. BOX 38214 St. Paul, MN 55128 Your registration will entitle you to a copy of the latest version of the program, a telephone number for limited telephone assistance should you require it, notification when future updates become available, and the SALESMIX module. Should you find it necessary to call or write regarding PC-FOOD, please use the same name that was used on your original order and include your version number. IMPORTANT NOTE: Versions 4.6, 4.61, and 5.0, will not directly read version 4.0 or 4.5 data. Please indicate on the order form if you need the DATACHNG utility to convert earlier version data. REGISTRATION FORM PC-FOOD Version 5.0 (Includes SALESMIX Version 1.0) Which version are you currently using? __________ How did you receive your copy of PC-FOOD? _______________________________ _________________________________________________________________________ What features do you like best? _________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ What would you like to see added or changed? ____________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ Name: ____________________________ ____________________________ Address: ____________________________ ____________________________ Check disk size: _____ 5 1/4" _____ 3 1/2" Please include a $49.00 check or money order (U.S. funds) for each installation of PC-FOOD (list locations please). Add $2.00 for outside U.S. orders to cover additional shipping. Lee Schreck Schreck Software P.O. BOX 28214 St. Paul, MN 55128 THANK YOU FOR SUPPORTING MY EFFORTS!