Category : Databases and related files
Archive   : PC-BID.ZIP
Filename : PCBID.DOC
* * * PC-BID * * *
(Version 1.4)
This program maintains a database of bid items together with Labor,
Equipment, Material and Sub-Contractor costs.
Labor costs can be maintained by both time and monetary values, allowing
for various costing methods to be used.
The program prepares cost estimates and proposals.
This application uses the BTRIEVE (c) file handler. This translates to
superb data integrity...no lost files due to power failures, etc. You should
still make backups of your data files however, disk failures and system
problems can occur. Also, use of accellerated file handlers such as ram disks
can defeat the recovery feature of BTRIEVE. Use of memory resident programs
should be tested before using.
Requirements for this application is DOS 2.x or higher, 384k memory and
one drive. A hard disk is highly recommended since file capacities are
virtually unlimited and performance is greatly enhanced. With floppies you
will probably run out of disk space and also be burdened with the slow data
accesses.
All files must be copied to the same directory, except this document
file. A list of the required files are at the end of this document.
Program is started by entering PCBID at the Dos prompt. This will load
the BTRIEVE file handler and the program. The program will not run without theproper BTRIEVE interface and available files. If you experience problems
using the program, see CONFIG.SYS at the end of instructions.
As stated above, the program allows for two ways to maintain unit labor
costs, time and monetary. A rate is assigned to each job created and is thus
used with the time data in each record. For those wishing to maintain
monetary costs, this rate can be left to the default of 1. It should be noted
however, that labor costs can still be manipulated with this feature. As an
example, to increase or decrease labor costs by 5 percent, the rate can be
changed to 1.05 or .95 respectively.
Following are instructions in the use of the program. While instructions
are brief, I think an estimator will not have any problems with them. The
program only uses one menu with 12 options and should prove to be very user
friendly.
Default fields are used frequently, simply press ENTER or use the cursor
keys to accept these values if so desired. Program maintains three decimal
fields which should be sufficient for most applications.
------------------------------------------------------------------
This version is for free distribution. Please feel free to make copies
and give them to anyone who may have use of the application.
If you like the program then send $50.00 to become an owner of record.
You will then be sent the enhanced owner of record version. It allows for
changing all fields in a job by percentage factor, creates prices, a display
total option, etc. It's your only assurance of using the latest full version
of the program.
Your continued support is appreciated. Any comments and suggestions are
welcome.
I. J. Smith Bob Willey - CCS
9795 Rustling Oaks P.O. Box 1147
Baton Rouge, La. 70818 Cambridge, MD 21613
NOTE: USER ASSUMES ALL RESPONSIBILITES IN THE USE OF THIS PROGRAM.
NO WARRANTIES ARE EXPRESSED OR IMPLIED. ANY LOSSES INCURRED
ARE THE SOLE EXPENSE OF THE USER. WHILE THIS PROGRAM HAS BEEN
TESTED, THE USER IS ADVISED TO TRY IT OUT AND BECOME FAMILIAR
WITH IT BEFORE USING IT FOR BID PURPOSES.
=============================================================================
MENU OPTION 11. Company Data
This option is introduced first, since it is the first to be executed on
startup. A sample file has been created and you will need to change the
information to tailor the costs for your particular uses. The values
used are only for testing purposes and examples.
The following information will be needed to properly install the
application. Any field you do not need, or choose not to use, may be
eliminated by entering 0 in the field. This information may still be
used in the future with this option. ALL PERCENTAGES MUST BE ENTERED
AS DECIMAL VALUES (12 percent must be entered as 0.12). You may need
to change these values for different jobs.
Company Name
Percentages:
Payroll Taxes
Worker's comp or other labor based insurance
Insurance on equipment costs
Insurance on sub-contractor's costs
Insurance based on bid
Bond Premium
Sales taxes on materials
Overhead on sub-contractor's costs
Overhead based on direct costs (Labor, Equipment, Materials and
sales taxes on materials.)
For convenience purposes, the following will default in their
respective fields of the Job Name records. The rates actually
placed in the Job Name records are the ones used for estimated
cost projections.
Default labor rate
Default sales tax rate used for proposals where applicable
When the last field is entered, the program will save the data and
return to the menu. If you want a print out, select this option
again and press F8.
----------------------------------------------------------
Your next option should be menu option 8 to create your job cost bid
file based on your particular costs and needs. You cannot create a
bid without records in this file, see instructions below. Maintaining
this database file should make bidding and quoting much easier.
MENU ITEM 1. JOB NAMES
In order to create a bid, you must first establish a job name record.
This record will contain the job number, job name, job description,
labor rate and proposal sales tax rate.
When the job number is entered, the program checks to see if this
job number exists. If the job does not exist, you will be allowed
to enter the new job data. You may use letters as well as numbers
to identify your bid.
If the job exists, the present information is displayed for changes
or deletions. Note; the delete option will delete the job completely.
You will be asked to verify this option. Use this option to remove
jobs no longer needed in your files.
MENU ITEM 2. PRINT NAME LIST
Prints a list of all job names currently in the file.
MENU ITEM 3. BID ITEMS ENTRY
Enter new bid items with this option.
You will be prompted for the job number, item number and the master
file item number to be used. The job number must exist in the job
name file and the master file item number must exist in the job cost
master file.
The item number determines the order of the listing on the printer.
The program will automatically increment these numbers by 1. Some
may wish to use larger item numbers so as to insert missed or new
items later. Duplicates are not allowed.
The master job cost data will then be displayed and you will be
prompted for the quantity to be used in this item.
MENU ITEM 4. UPDATE BID ITEMS
Allows for changes, updates and deletions of bid items entered above
with option 3.
MENU OPTION 5. PRINT ESTIMATE
Prints the job cost estimates based on the above information. Unit
costs are shown with total extensions.
MENU OPTION 6. PRINT ANALYSIS
This report prints the totals of direct costs, other costs, total cost,
profit (or loss) and percentage of cost associated with each bid item.
This is a good report to decide which prices are too low or too high
and need adjustments.
MENU OPTION 7. PRINT PROPOSAL
Prints bid proposals, including sales tax if used.
MENU OPTION 8. JOB COST MASTER
Maintains the job cost data base used for bids. It allows for labor,
equipment, material and sub-contractor's costs, along with bid prices,
description and unit description.
Five positions are used for each job cost item. You may use any
combination of letters and numbers. Remember, this file has virtually
unlimited capacity so choose your numbering system for future expansion.
For consistency in your job cost listings, it is usually best to keep
the same number of characters in your numbering system.
It should be noted again that the labor data will be multiplied by the
labor rate used in the job name file. Obviously, this data can be used
to store time or monetary values, depending on the contractor's cost
system.
New records, updates and deletions are entered as described in menu
option 1 above.
MENU OPTION 9. JOB COST LISTING
Prints a complete listing of master file records entered in option 7
above.
MENU OPTION 10. MATERIAL UPDATES
Since material prices are the most constantly changing cost factors,
this option was included to make the master file changes easier. Many
contractors will choose not to use the material or sub-contractor costs
in their master files, choosing to enter them in the bid update option
instead.
MENU OPTION 11. COMPANY DATA
Described above as the first option.
MENU OPTION 12. EXIT
Closes files, removes BTRIEVE and returns to system. You should
never shut down your computer without exiting from menus to assure
a proper closing of files.
=========================================================================
The following files are needed for this application to work. With the
exception of the Company data file, you will get an error if these files
are not present.
PCBID.BAT Start up batch program
BTRIEVE.EXE File handler
PC-BID.EXE Main program
BNQJNAM.DAT Job name file
BNQJBID.DAT Job bid file
BNQJCOST.DAT Master file
BNQCMPNY.DAT Company data file
=========================================================================
CONFIG.SYS file
NOTE: IF YOU HAVE NOT ENCOUNTERED ANY PROBLEMS WITH THE PROGRAM THEN
DISREGARD THE FOLLOWING.
This application, like many others, require a CONFIG.SYS file in your
root directory. Specifically, the file should contain two lines assigning
values to the files and buffers. A typical entry might look like:
files=20
buffers=16
While this application does not require the numbers above, they are
widely used. You may even encounter some software requiring larger numbers.
If you have a CONFIG.SYS file in your root directory, check to see if
it has statements similar to the above. If it does not, use your editor to
add these statements to it.
If you do not have a CONFIG.SYS file then copy the CONFIG.DTA file
from the application files to your root directory. Rename it CONFIG.SYS
and reboot the computer to put the changes in effect. Application should
run without problems.
- END -
=========================================================================
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