Category : Databases and related files
Archive   : PC-QUOTE.ZIP
Filename : PCQ.DOC

 
Output of file : PCQ.DOC contained in archive : PC-QUOTE.ZIP


* * * PC-QUOTE * * *
(Version 1.3)


This program maintains a database of quote items together with Labor,
Equipment, Material and Outside costs.

Labor costs can be maintained by both time and monetary values, allowing
for many various costing methods to be used.

The program prepares cost estimates and quotes.

This application uses the BTRIEVE (c) file handler. This translates to
superb data integrity...no lost files due to power failures, etc. This does
not mean you should not make backups of your data files however, disk failures
and system problems do occur. Note: Use of accellerated file handlers such
as ram disks can defeat the recovery of BTRIEVE. Memory resident programs
should be tested before using.

Requirements for this application is DOS 2.1 or higher, 384k memory and
one drive. A hard disk is highly recommended since file capacities are
virtually unlimited and performance is greatly enhanced. You will probably
run out of floppy disk space very fast otherwise.

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 PCQ at the Dos prompt. This will load the
BTRIEVE file handler and the program. The program PC-QUOTE will not run
without the proper BTRIEVE interface. You will get an error message if any
file is not found. In the event this does happen, please check your directory
for all listed files. PROGRAM MUST BE STARTED WITH THE PCQ.BAT FILE. If you
experience problems using the program, see CONFIG.SYS at 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 quote 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.

It should be noted that default fields are used frequently, simply press
ENTER to accept these values. The cursor keys are also allowed to move
from one field to another and accept defaults also. Program is designed to
maintain three decimal fields which should not create any problems for most
users.

If you like this program, send 50.00 to register as an owner of record
and you will be sent the enhanced version as described on the opening screen.
Please feel free to make copies of this version for anyone who may have use
of it.

Your continued support is appreciated. Any comments and suggestions for
future versions are welcome. Source changes available by Bob Willey.

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 ESTIMATING 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). Some estimators
may need to change some of these values for each bid.

Name

Percentages:
Payroll Taxes
Worker's comp or other labor based insurance
Insurance on equipment costs
Insurance on outside costs
Insurance based on quote
Commissions based on quote
Sales taxes on materials
Overhead on outside 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

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 entries should be your estimated costs and prices entered
with option 8 QUOTE MASTER FILE. You must build a master file of items
based on your estimated costs, etc. in order to prepare any quotes. Once
you have established your master file, you are then ready to prepare
quotes and estimates. Rather then have a master file record for every
conceivable bid item, you may prefer to have a few dummy records to use
for establishing bid items in your bids. You can then use option 4 to
enter descriptions and prices etc.










MENU ITEM 1. QUOTE NAMES

In order to create a quote, you must first establish a name record.
This record will contain the quote number, name, description, labor
rate and proposal sales tax rate if used.

When the quote number is entered, the program checks to see if this
number exists. If it does, the present information is displayed
for changes or deletions. Please note, the delete option will delete
the quote completely. You will be asked to verify this option. If the
quote does not exist, you will be allowed to enter the new quote data.
You may use letters as well as numbers in your numbering system.


MENU ITEM 2. PRINT NAME LIST

Prints a list of all names and numbers currently in the file.


MENU ITEM 3. ITEMS ENTRY

Enter new quote items with this option.

You will be prompted for the quote number, item number and the master
file item number to be used. The quote number must exist in the quote
name file and the master file item number must exist in the quotes
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 quote data will then be displayed and you will be prompted
for the quantity to be used in this item.


MENU ITEM 4. UPDATE ITEMS

Allows for changes, updates and deletions of items entered above with
option 3.


MENU OPTION 5. PRINT ESTIMATE

Prints the cost estimates based on the above information. Unit costs
are shown with total extensions below them. A summary is printed at the
end for all costs.


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 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 proposals, including sales tax if used. You will also have the
option of displaying the quote total only. If you use sales tax on
your proposals, this will be shown separately. This eliminates the need
to print out reports when you just need the quote total,


MENU OPTION 8. QUOTES MASTER FILE

Maintains the cost data base used for quotes. It allows for labor,
equipment, material, outside costs, prices, description and unit
description.

Five positions are used for each master item number. 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 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 name file. Obviously, this data can be used
to store time or monetary values, depending on the company's costing
system.

New records, updates and deletions are entered as described in menu
option 1 above. If the record exists, you will hear a small beep and
the record data will be displayed for changes or deletions.


MENU OPTION 9. MASTER FILE LISTING

Prints a complete listing of master file records entered in option 8
above. You will obviously need this listing to prepare estimates and
quotes.


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
companies will choose not to use the material or outside costs in their
master files, choosing to enter them in the update option 4 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 always
use this option when finished.











=========================================================================

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. All files must be in the same directory.


PCQ.BAT Start up batch program
BTRIEVE.EXE File handler
PC-QUOTE.EXE Main program
PCQTNAM.DAT Quotes name file
PCQTITM.DAT Quote items file
PCQTMAST.DAT Master file
PCQTCDTA.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
included on the application disk into your root directory. Rename the
file CONFIG.SYS and reboot the computer to put the changes in effect.
The program should now run without problems.


- END -



  3 Responses to “Category : Databases and related files
Archive   : PC-QUOTE.ZIP
Filename : PCQ.DOC

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