Category : Databases and related files
Archive   : PDSQUOTE.ZIP
Filename : QUOTE.DOC

PDS*QUOTE QUOTATION SYSTEM REGISTRATION FORM

You have just obtained a copy of the PDS*QUOTE quotation system.
You possibly obtained this copy "free" from a friend, a Disk
Copying Service or an eelectronic Bulletin Board Service.
That's OK. In fact, PLEASE make more copies to give to your
friends and business acquaintances. Keep in mind, though, that
this is Shareware (User Supported) software.

If you find that you are able to use this software beyopnd the
evaluation stage, you must register your copy with PRO DEV
Software. The Registration Fee is only $35.00. The
registration fee must be submitted by check or money order. If
you are outside the USA you should adjust your check or money
order using the current USA exchange rate for your country.
Registrations outside the USA or Canada should include an extra
$10.00 USA equivalent to cover extra banking and postage costs.

Send to:

PRO DEV Software
545 Grover Road
Muskegon, Michigan 49442

You will be placed on the PRO DEV Software mailing list for
future updates and other PDS product notices. To keep the
registration cost low, and since you have a complete on-disk
manual, no additional printed manual will be provided.

Another of PRO DEV's products, the PDS*BASE random access
(relational and hierarchal) data base system was used to develop
the PDS*QUOTE system. The PDS*BASE data base system can be
ordered for an addttional $40.00 (USA Equivalent). If you
program in BASIC and have wanted to operate a relational
database from within your BASIC programs, the PDS*BASE data base
system is for you. You can send for the PDS*BASE system at the
same time that you register your copy of PDS*QUOTE.

NAME _______________________________________________________

COMPANY ____________________________________________________

TITLE ______________________________________________________

ADDRESS ____________________________________________________

____________________________________________________

CITY ________________________ STATE ___________ ZIP_________

Disk Format: 5 1/4 360k ___ 3 1/2 720k ___



Version 3.14 02/12/88


PDS*QUOTE QUOTATION SYSTEM

VERSION 3.14 FOR PC OR MS-DOS

A PRODUCT OF

PRO DEV SOFTWARE

545 GROVER ROAD
MUSKEGON, MI 49442

Information in this document is subject to change without notice
and does not represent a commitment on the part PRO DEV
Software. This is user supported software and copies are
encouraged. If copies are sold by other than Pro Dev Software,
the maximum price must not be more than $10.00.

Copyright 1988 by PRO DEV Software


If you have a "Free" copy, are making a lot of use of it, and
feel "guilty", PRO DEV Software stands ready to "Forgive You" by
accepting your Registration Fee of $35 at the above address. You
will be placed on our mailing list for future update notices.


LIMITED WARRANTY

PRO DEV Software shall have no liability or responsibility to
the purchaser or to any other person or entity with respect to
any liability, loss or damage caused by this product, including
but not limited to any interruption of service, loss of business
or anticipatory profits or consequential damages resulting from
the use of this product. Only the original disks supplied by PRO
DEV Software will be exchanged within six months from the date
of purchase if defective in manufacture, labeling, or packaging,
but except for such replacement the sale or subsequent use of
this series of programs is without warranty or liability.

The above is a limited warranty and the only warranty made by
PRO DEV Software. Any and all warranties for merchantability
and/or fitness for a particular purpose are expressly excluded.
The user is expected to read and understand the mathematical
relationships as covered in Section 10.3 of this manual. Failure
to understand these relationships could cause the USER to be
liable for understating or overstating quotations.

"IBM PC" and "PC-DOS" are registered trademarks of the IBM Corp.
and "MS-DOS" is a registered trademark of the Microsoft Corp.

SYSTEM REQUIREMENTS

PDS*QUOTE requires at least 256K of RAM, MS-DOS or PC-DOS, two
disk drives and a printer.


Page i

Copyright 1988 PDS*QUOTE QUOTATION SYSTEM Version 3.14


TABLE OF CONTENTS

Forward ................................................ i

1. Introduction ........................................... 1

2. How to Use This Manual ................................. 1

3. Installing the System On Your Computer ................. 2

4. Loading the Data Base Masters .......................... 5

4.1 Loading the Material Master Records ................ 8

4.2 Loading the Supplier Master Records ................ 9

4.3 Loading the Labor Rate Master Records ............. 10

4.4 Loading the Return-On-Sale (Profit) Master Records 11

5. Modifying and Deleting Data Base Masters .............. 15

6. Creating a Quotation .................................. 13

6.1 Quotation (file) Names ............................ 13

6.2 Entering the Text For the Description ............. 14

6.3 Add Standard Material Items ....................... 14

6.4 Add Special Non-Standard Items .................... 15

6.5 Add Labor Hours ................................... 15

7. Saving the Quotation to Disk .......................... 15

8. Add Items to an Existing Quotation .................... 16

9. Modify Items on a Quotation ........................... 16

10. Printing the Quotation ................................ 17

10.1 Establish Default Print Values ................... 17

10.2 Printing the Quote ............................... 19

10.3 THE QUOTATION MATHEMATICS - VERY IMPORTANT ....... 19

11. Deleting a Quotation From the Disk .................... 24

12. Copying a Quotation For a Different Version ........... 25

13. Report Listing of Data Base Masters ................... 25

Page ii

Copyright 1988 PDS*QUOTE QUOTATION SYSTEM Version 3.14


1.0 Introduction

The PDS*QUOTE Quotation System is designed to allow you to
quickly and accurately prepare quotations for various
projects. The system assumes:

STANDARD MATERIALS, PROCESSES OR PARTS WILL BE
USED

STANDARD LABOR GROUPS WILL BE USED

SPECIAL (NON-STANDARD) ITEMS OR PROCESSES CAN BE
SPECIFIED

STANDARD SUPPLIERS WILL BE SPECIFIED

A quotation can be built by simply entering the part or
process number (Material or Process Code) and quantities
for the various processes or items. The system will
automatically look up the price, description, etc. for each
item. Special items (not a standard Material Coded item)
can be entered. The special items will require that you
also enter the description, price and supplier code.
Lastly, labor hours by group code are added. The system
will look up the name of the group and the hourly rate.

After the few minutes to build the quote, you can then
print the quote, either with or without profit mark-ups. A
copy of the Quotation is retained on disk for as long as
desired. Please read Section 10.3 for the mathematics.

2.0 How To Use This Manual

First, read Section 3 on the next page, and follow the
Installation Instructions.

BEFORE YOU PRINT A LIVE QUOTATION, READ SECTION 10.3.

After glancing through the manual, BE SURE THAT YOU READ
AND FOLLOW THE SECTION (4) ON LOADING THE DATA BASE
MASTERS. The master records for the Material Coded items
(Parts), Labor Rates, Suppliers and Return-on-Sale Codes
must be created by you before a quotation can be built.
These items are loaded only once, but are used often by the
system.

Go through Section 6 to build a new quotation. You will
find the screen instructions easy to follow. Section 10
will show you how to print your quote.

Then, Sections 8 and 9 will show you how to add to or
modify the items in a quote.


Page 1

Copyright 1988 PDS*QUOTE QUOTATION SYSTEM Version 3.14

3.0 Installation Instructions

3.1 IBM PC with two floppy disk drives.

Using your DOS Master (containing FORMAT.COM), in drive
A (left drive) and a fresh disk in drive B (right
drive), format a Working Program disk by entering the
command:

FORMAT B: (not room on the Work disk for DOS)

Repeat the format process for several Data Disks to
store the quote files as they are created by running
the QUOTE program.

3.1.1 IF YOU HAVE DOS 3.X

After the PDS*QUOTE Working Program disk is
formatted in drive B, insert the original
PDS*QUOTE System disk in drive 'A'. Enter the
following commands:

COPY *.EXE B:
COPY *.H?? B:
COPY QUOTBASE.DEF B:

This will transfer the 2 PDS*QUOTE programs, Help
files and the data base definition file to the
working program disk in drive B. You can also
enter "SETUP B:" to run the batch file that has
the same COPY commands.

3.1.2 IF YOU HAVE DOS 2.X

Enter the COPY commands or "SETUP B:" as above.

After you read this section, you may go out and
buy a copy of DOS 3.X. DOS 2.1, DOS 2.11, etc.
present several problems for the PDS*QUOTE system.

First of all, you may find that when you have
installed the above programs and files, and you
have created the blank data base files (Section
4), there not be not room to copy COMMAND.COM to
the working program disk.

If you have DOS 3.1, 3.2, etc. you don't need
COMMAND.COM on the program disk. The PDS*QUOTE
programs have been compiled such that they do not
overlay COMMAND.COM in memory.





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Copyright 1988 PDS*QUOTE QUOTATION SYSTEM Version 3.14

3.0 Installation Instructions (continued)

3.1 IBM PC with two floppy disk drives. (continued)

3.1.2 IF YOU HAVE DOS 2.X (continued)

DOS 2.X is a different story. When you run either
of the programs, portions of the COMMAND processor
are overlaid by the program. Thus, when the
program ends, DOS needs to reload the COMMAND
processor to be able to continue.

You are probably saying "So What?" Both programs
have a menu option to run the other program. This
is very handy. If both the QUOTE.EXE and
DBMANAGE.EXE programs are on the working program
disk, this feature may not work under DOS 2.X.

There is a work around that isn't all that bad.
All you need to do is to copy the DBMANAGE.EXE
file to each of the quote file DATA DISKS that you
will place in drive B. Place the working program
disk in drive A, the data disk in drive B and
enter:

COPY DBMANAGE.EXE B:

After copying the DBMANAGE.EXE program to each of
your data disks, delete the DBMANAGE.EXE program
from the working program disk in drive A with the
command:

DEL DBMANAGE.EXE

Now, you have plenty of room on the working
program disk for COMMAND.COM. With your working
program disk still in drive A, insert your DOS
master disk in drive B and enter:

COPY B:COMMAND.COM

HOW IT WORKS - When you are running the QUOTE
program and wish to run the DBMANAGE program,
select QUOTE Main Menu option 6. The QUOTE program
checks to see if the DBMANAGE.EXE file is on the
disk in drive A. If it is not found, it does not
just issue the RUN DBMANAGE command from within
the program as is done under DOS 3.X.

The characters B:DBMANAGE are stuffed into the
keyboard buffer and the program ends. After DOS
reloads the COMMAND processor, it looks for
keyboard characters. What it sees is the command
to run DBMANAGE from the B drive. WALA!!!

Page 3

Copyright 1988 PDS*QUOTE QUOTATION SYSTEM Version 3.14

3.0 Installation Instructions (continued)

3.1 IBM PC with two floppy disk drives. (continued)

3.1.2 IF YOU HAVE DOS 2.X (continued)

PLEASE NOTE - Resident key board macro programs
like Borland International's SuperKey rearrange
the keyboard buffer such that this work around
won't work. You will have to exit to DOS and enter
B:DBMANAGE.

See page 7 for CONFIG.SYS file requirements.

If you have received a copy of someone elses PDS*QUOTE
disk, insert it into drive 'A' and type the following
command:

DEL QUOTE.CFG


This will remove this file from the disk so that the
PDS*QUOTE system will perform a self configuration
process the first time you run the system. Most of this
configuration is described in Section 10.1.

The system uses the PDS*BASE random access data base to
look up all of the information on the Material, Labor,
Supplier and Profit factors. To prepare the random
access data base for use by the system (or to
completely erase an existing data base), use option "4"
of the DBMANAGE program (from DOS enter DBMANAGE).

To run the PDS*QUOTE system, boot-up with your DOS
disk, insert the working program disk in drive A, one
of your quote data disks in drive B and enter the
command QUOTE.


3.2 IBM PC with one floppy disk drive.

Find someone with a two drive PC and follow the
instructions in Section 3.1.

To run the PDS*QUOTE system, boot-up with your DOS disk
and enter the command QUOTE.

Due to the disk capacity limitations, you will have to
keep a seperate disk for the DBMANAGE.EXE program. Why
don't you pry open your wallet, let the moths out and
spend about $100 for that second drive?




Page 4

Copyright 1988 PDS*QUOTE QUOTATION SYSTEM Version 3.14


3.3 IBM XT with Hard Disk Drive.

Insert the PDS*QUOTE disk in drive 'A' and type the
following commands:

C:
MD PDS
CD PDS
COPY A:*.*
CD\
COPY A:CONFIG.SYS (only if your hard disk dies not
have a CONFIG.SYS file)

COPY A:HARDAUTO.BAT PDSQUOTE.BAT

To run the PDS*QUOTE system from the hard disk, type
the drive letter of the hard disk followed by a colon.
For example "C:". You should see the hard disk prompt
(such as "C>"). Then, type:

PDSQUOTE


4. Loading The Data Base Masters

It will be necessary for you to collect a certain amount of
information about your business, before you can proceed. As
you read ahead, you will see that you must prepare a list
of the Material Coded items (Parts, Processes, Components
and/or Supplies), the Labor Groups used by your company,
the Suppliers of the various materials and supplies, and
the Return-On-Sale codes.

A component could be hardware, chemicals, unit processes,
etc.

Most of the above probably makes sense except for that new
critter; the Return-On-Sale code. The ROS codes will become
a list (on a disk file) where you can have different
mark-up or profit rates for different groups of material
items.

Most of the material items will probably have a ROS code of
"01" (only because "01" is the lowest and probably the
first code you will select). The ROS Code master may be set
to call for a 12% (for example) profit. A few "speciality"
items may have a ROS Code of "02". The ROS master "02" may
be set to call for a 20% (for example) profit.






Page 5

Copyright 1988 PDS*QUOTE QUOTATION SYSTEM Version 3.14


4. Loading The Data Base Masters (continued)

At a later date, you may find that you wish to raise all of
the "12%" parts to a 15% profit. You ONLY need to change
the single ROS Code master "01" to call for a 15% profit.
You won't have to change all of the Material Code (Parts)
masters. They only specify an "01" code. The actual mark-up
margin is contained only in the single record for the ROS
Code master record. More on this in sections 4.2 and 4.4.

THE SYSTEM AUTOMATICALLY ASSUMES ROS CODE "01" FOR LABOR.


GETTING STARTED


For a hard disk system, enter the following commands:

C: (assumes the hard disk is drive C:)

PDSQUOTE


If you do not have a hard disk, insert your DOS master disk
in drive 'A' (the left drive).

Turn on the computer and enter the time and date. Insert
the PDS*BASE working program disk in drive A and enter the
command QUOTE.

If you have not previously created the blank random access
data base with the DBMANAGE program, the QUOTE program will
automatically run the DBMANAGE program so that you will
create the blank data base files.

If you have already created the blank files, select option
"6" from the QUOTE program to branch to the DBMANAGE
program for Adding, Deleting and Modifying the Data Base
Masters.

You can also run the DBMANAGE.EXE program by entering the
command DBMANAGE from the DOS prompt.

IF THE ABOVE WAS SUCCESSFUL, SKIP TO PAGE 8.

IF YOU CRASH with a "Bad file number" error, you will need
to "re-boot" the computer with your DOS disk in drive A by
holding down the "Alt", "Ctrl" and "Del" keys at the same
time.





Page 6

Copyright 1988 PDS*QUOTE QUOTATION SYSTEM Version 3.14


4. Loading The Data Base Masters (continued)

This "re-booting" is necessary for the computer to look at
a special file on your DOS disk called "CONFIG.SYS". This
file is only looked at during the "boot-up" process. It
contains information that tells the IBM PC that there will
be more than 3 files open at the same time.

FOR THE COMPUTER EXPERT

If someone comes to you with the PDS*QUOTE disk and needs
help with the CONFIG.SYS file, here is how you get them
back on track.

There MUST be a CONFIG.SYS file on their boot-up disk
(probably their DOS disk).

To create the CONFIG.SYS file, type the following:

COPY CON:CONFIG.SYS
FILES=20
BUFFERS=10
other commands as necessary
depress F6
depress RETURN

If you have a hard disk system, the CONFIG.SYS file MUST be
in the root directory. If you boot-up with a disk in drive
'A', you MUST have this file on ALL possible boot-up disks.

Please note that the PDS*QUOTE disk or sub-directory must
also contain the following files:

QUOTE.EXE
DBMANAGE.EXE
QUOTBASE.DEF
MATLCODE.DAT
SUPPLIER.DAT
LABOR.DAT
ROS.DAT
QUOTE.CFG
QUOTE.HLP
QUOTE.HTC

The MATLCODE.DAT, SUPPLIER.DAT, LABOR.DAT and ROS.DAT files
are the random access files used to store the masters for
the system and are created when you run the DBMANAGE
program and select option 4..






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Copyright 1988 PDS*QUOTE QUOTATION SYSTEM Version 3.14


4.1 Loading The Material (Part) Master Records

Prepare a list of the commonly used parts, components
or unit processes used in your quotations. Figure out
the various Suppliers and assign a four character code
to each different supplier. The Supplier Codes can
contain any normal characters (A-Z, 0-9). If possible,
use four character abbreviations, to keep it simple.
Keep track of these Supplier Codes, as you will need
them in Section 4.2 for the Supplier Masters.

As you are preparing the list of parts and supplies,
think about if you will want different profit mark-ups
for different parts. You will need to assign a ROS
(profit) code to each master, as you build the
Material Code Masters. Unless you have thoroughly
thought out the profit situation, just initially build
all of the Material Code Masters with a ROS code of
"01". You can modify the Material Code Masters later,
if you desire more profit on certain items.

Enter the command DBMANAGE to run the program to
manage the data base and select option 1.

WITH THE "SUB MENU" FOR MANAGING THE DATA BASE ON THE
SCREEN, ENTER "1A" TO ADD NEW MATERIAL CODE MASTERS.

Answer each of the questions, limiting the size of
each answer to fit the "window" for the answer. If you
fill the "window" the computer will jump to the next
question. If you don't fill the "window", depress
RETURN to cause the computer to display the next
question.

Only 2 characters are allowed for the Unit of Measure.
Use abbreviations such as "EA" (each), "LT" (lot),
"RL" (reel), "BX" (box), "CA" (case), etc.

The Part Number, Unit of Measure and Account Codes are
optional fields. You may not need to use them. The
Unit of Measure and Account codes are not listed on
the quotation. They are just in the data base for your
reference, if you desire them. Some companies do not
use Account Codes.

After the last question has been asked, the computer
will save the master to the program disk. The computer
will ask you for the Material Code for the next item.
1000 ITEM LIMIT.





Page 8

Copyright 1988 PDS*QUOTE QUOTATION SYSTEM Version 3.14


4.2 Loading the Supplier Master Records

Enter the DBMANAGE program. From the program "Main
Menu" enter a "1" to obtain the "Sub Menu" for
managing the data base masters.

WITH THE "SUB MENU" FOR MANAGING THE DATA BASE ON THE
SCREEN, ENTER "2A" TO ADD NEW SUPPLIER CODE MASTERS.

Answer each of the questions, limiting the size of
each answer to fit the "window" for the answer. If you
fill the "window" the computer will jump to the next
question. If you don't fill the "window", depress
RETURN to cause the computer to display the next
question.


Use a meaningful 4 character abbreviation for the
Supplier Codes. The name and address fields are for
your reference when you run a report of the Supplier
Codes in the data base (see Section 13).

The important entry (aside from the Supplier Code) is
the Supply Expense Percent. This figure will be looked
up by the computer when a quotation is being printed.
This percentage, automatically added to the material
cost during the quotation printing process, will allow
enough mark up to cover the supply costs. Typically,
the supply expense is different for the different
vendors. Even your own stock will have a supply
expense percentage. You can probably obtain these
percentages from your Purchasing Department.

For example, if the supply expense is 12.3%, enter
"12.3". If it is 5%, enter "5", etc.

After the last question has been asked, the computer
will save the master to the program disk. The computer
will ask you for the Supplier Code for the next item.
40 SUPPLIER LIMIT.

WHEN YOU ARE FINISHED ADDING SUPPLIER CODES, depress
RETURN when asked for the next Supplier Code. You will
be returned to the "Sub Menu" for managing the data
base masters.

WHEN YOU ARE FINISHED ADDING ALL TYPES OF DATA BASE
MASTERS, depress RETURN to return to the DBMANAGE
"Main Menu". Depressing E will end the DBMANAGE
program and return you to DOS.




Page 9

Copyright 1988 PDS*QUOTE QUOTATION SYSTEM Version 3.14

4.3 Loading Labor Rate Masters

Enter the DBMANAGE program. From the program "Main
Menu" enter a "1" to obtain the "Sub Menu" for
managing the data base masters.

WITH THE "SUB MENU" FOR MANAGING THE DATA BASE ON THE
SCREEN, ENTER "3A" TO ADD NEW LABOR RATE MASTERS.

Answer each of the questions, limiting the size of
each answer to fit the "window" for the answer. If you
fill the "window" the computer will jump to the next
question. If you don't fill the "window", depress
RETURN to cause the computer to display the next
question.

You should use the normal "Time Sheet" code for the
Labor Group Code. If your company doesn't already have
short Labor Group Codes (up to 6 characters), make
them up.

The field for the Labor Group Name (12 characters)
will allow you a longer name to be displayed on the
quotation when it is printed.

The Per Hour Labor Rate should be the loaded rate for
that labor group. A loaded rate is the raw pay plus
various overhead factors, such as supervision, heat,
lights, etc. Check with your Accounting Department to
find the various loaded labor rates.

After the last question has been asked, the computer
will save the master to the program disk. The computer
will ask you for the Labor Group Code for the next
item. 40 LABOR GROUP LIMIT.

WHEN YOU ARE FINISHED ADDING LABOR GROUP CODES,
depress RETURN when asked for the next Labor Group
Code. You will be returned to the "Sub Menu" for
managing the data base masters.

WHEN YOU ARE FINISHED ADDING ALL TYPES OF DATA BASE
MASTERS, depress RETURN to return to the DBMANAGE
"Main Menu". Depressing E will end the DBMANAGE
program and return you to DOS.










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Copyright 1988 PDS*QUOTE QUOTATION SYSTEM Version 3.14


4.4 Loading the Return-On-Sale Master Records

With your working program disk in drive A, enter the
DBMANAGE. From the program "Main Menu" enter a "1" to
obtain the "Sub Menu" for managing the data base
masters.

WITH THE "SUB MENU" FOR MANAGING THE DATA BASE ON THE
SCREEN, ENTER "4A" TO ADD NEW ROS MASTERS.

Answer each of the questions, limiting the size of
each answer to fit the "window" for the answer. If you
fill the "window" the computer will jump to the next
question. If you don't fill the "window", depress
RETURN to cause the computer to display the next
question.

For the actual ROS rate, use the desired profit mark
up desired by your Marketing Department.

You may establish several ROS masters. One for 12%,
another for 15%, etc. profit margin. For 12%, enter
"12". For 18.5%, enter "18.5", etc.

Most of the material items will probably have a ROS
code of "01" (only because "01" is the lowest and
probably the first code you will select). The ROS Code
master may be set to call for a 12% (for example)
profit. A few "speciality" items may have a ROS Code
of "02". The ROS master "02" may be set to call for a
20% (for example) profit. At a later date, you may
find that you wish to raise all of the "12%" parts to
a 15% profit. You ONLY need to change the single ROS
Code master "01" to call for a 15% profit. You won't
have to change all of the Material Code (Parts)
masters. They only specify an "01" code. The actual
mark-up margin is contained only in the single record
for the ROS Code master record.

WHEN PRINTING, THE SYSTEM WILL ASSUME ROS CODE "01"
FOR LABOR COSTS AND SPECIAL (Non-Standard) ITEMS.

After the last question has been asked, the computer
will save the item to the program disk. The computer
will ask you for the ROS Code for the next item. 99
ROS CODE LIMIT.

WHEN YOU ARE FINISHED ADDING ROS CODES, depress RETURN
when asked for the next ROS Code. You will be returned
to the "Sub Menu" for managing the data base masters.




Page 11

Copyright 1988 PDS*QUOTE QUOTATION SYSTEM Version 3.14


5.0 Modifying and Deleting Data Base Masters

Enter the DBMANAGE program as described on Page 11. From
the program "Main Menu" enter a "1" to obtain the "Sub
Menu" for managing the data base masters.

WITH THE "SUB MENU" FOR MANAGING THE DATA BASE ON THE
SCREEN, ENTER THE DESIRED FILE NUMBER FOLLOWED BY AN "M"
(MODIFY) OR A "D" (DELETE) TO MODIFY OR DELETE THE DATA
BASE MASTERS.

Thus, if you wished to delete a Supplier Master, you would
enter "2D" and depress RETURN. Then, enter the Supplier
Code (depress RETURN).

The record will be displayed and you will be asked if you
wish to delete the master. If you do, enter "Y". Depressing
either RETURN or "N" will NOT delete the master.

If you wish to MODIFY a master, enter the file number
followed by an "M" (RETURN). For example, you wish to
modify a labor rate. Enter "3M" (RETURN).

After entering the desired Labor Group Code, the record
will be displayed. There will be a number in front of each
entry in the record. Enter the desired item number
(RETURN), and enter the new data.

If you depress RETURN when asked for the item number to
modify, you will be asked for the next Labor Group Code to
be modified.

Depressing RETURN again will return you to the data base
management "Sub Menu".

WHEN YOU ARE FINISHED MODIFYING OR DELETING ALL TYPES OF
DATA BASE MASTERS, depress RETURN to return to the DBMANAGE
"Main Menu". Depressing 6 will end the DBMANAGE program and
return you to DOS.















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Copyright 1988 PDS*QUOTE QUOTATION SYSTEM Version 3.14


6.0 Creating a New Quotation

Start your computer with your DOS disk. Enter the PDS*QUOTE
System by inserting your PDS*QUOTE working program disk in
drive 'A' and entering the command QUOTE.

Since you wish to BUILD (a) NEW QUOTE, enter a "1".

6.1 Quotation (File) Names

Next, you will have to give the quotation a name (or
number). The name MUST not be longer than 8 regular
characters. Don't use the dot, colon, etc. as any of
the file name characters. The computer will add ".QUO"
to the end of the quote name. This full quote name
(including the "QUO") will be the file name when the
quote is saved to your data disk.

A FEW WORDS ABOUT YOUR DATA DISK

Many IBM PC computers have 2 disk drives. With a two
drive installation, the PDS*QUOTE working program disk
will be used in drive 'A' and the data disk, to
contain the quote files, will be inserted into drive
'B'. The data disk in drive 'B' must have been
previously formatted. To format a data disk, insert
your DOS Master into drive 'A', a new disk into drive
'B' and type the following DOS command:

FORMAT B:

Please be aware that the formatting process will
destroy any programs or data on the disk, if you are
reusing a disk. A data disk will hold 112 files. This
is a DOS limitation.

The first time the PDS*QUOTE system is run, it will
look on the disk directory for a file named
"QUOTE.CFG". This file can be changed from the QUOTE
program Main Menu option 7 screen. When the system is
unable to find the file, you will be asked if you have
a Color Graphics Adapter card, a Color monitor and the
desired drive for data files. You will also be asked
for 6 printing defaults that are covered in section
10.1. When you enter the proper responses, the
"QUOTE.CFG" file will be automatically saved.

If you are on a LAN, only one person at a time should
use the PDS sub-directory as this system does not
inclue file locking or LAN semifore setting in this
version.



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Copyright 1988 PDS*QUOTE QUOTATION SYSTEM Version 3.14

6.2 Entering the Text For the Description

After you specify the file name, the screen will fill
with a large window. You can now type in the full
description for your quotation. Don't have more than
two blank lines in a row, as this is used to test for
the end of the text.

You have full cursor control with the arrow keys on
the numeric key pad at the right of the computer. You
also have automatic word wrap at the end of each line.
Thus, you need not use the RETURN key, unless you wish
to force the end of a line. Although, many of the
features of a word processor are available, the Insert
and Delete key functions don't word wrap.

WHEN YOU ARE DONE WITH THE TEXT, note the message at
the bottom of the screen. It instructs you to depress
the F10 key (lower left). This saves the text to the
computers memory.

6.3 Add Standard Material Items

After depressing the F10 key to save the text, you
will see a "Sub Menu" where you can add Standard
Material items, Labor Hours or Special Items.

To add Standard Material items, depress the "M" key.

For each item, enter the Quantity (RETURN) and the
Material Code (RETURN). The computer will look up the
Material Code and automatically display the
description. If you haven't previously established a
Master in the data base for the selected Material
Code, or you accidently entered a bad code, you will
see an error message.

If the master was found for the code, you will be
instructed to depress the space bar if the item is
"OK". If you wish to redo the item, depress the "Esc"
Key.

After you have entered the last item, depress the F10
key, when you are asked for the quantity for the next
item.

If you have called for a code for which there is no

master, you can finish the remainder of the Material
items, return to the "Main Menu", select option "6",
to run the DBMANAGE program to add the Material Code
Master to the data base and then use QUOTE "Main Menu"
option "2" to add the item to your quote. If it is a
"one-of-a-kind" item, consider using the Special Item
option described in section 6.4.

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Copyright 1988 PDS*QUOTE QUOTATION SYSTEM Version 3.14


6.4 Add Special Non-Standard Item

Suppose you have a special lump quotation from one of
your vendors, that you wish to include within your
quotation. Or you may have a one-of-a-kind item or
process where you don't wish to clutter up the Master
data base (it will only hold 1000 Material Code
masters).

Use option "S" to enter the special item. When the
windows appear for the special items, enter the
quantity (RETURN), description (RETURN), unit price
(RETURN) and the supplier code (RETURN). If this is
the first time that this supplier is used, be sure to
create a Supplier Master as described in Section 4.2.

You are not asked for the Return-On-Sale (ROS) code as
the program assumes a code of "01" (if found), or "1 "
(if found) or the default value that you enter on the
QUOTE program Main Menu option 7 screen.

After the Supplier code is entered, you will be
instructed to depress the space bar if "OK" or the
"Esc" key if you wish to redo the item.

After the last Special item is added, depress the F10
key when asked for the next quantity.


6.5 Add Labor Hours

Enter option "L" to add Labor hours. When you see the
windows, enter the quantity (RETURN) and the Labor
Group Code (RETURN). The computer will look up the
Labor Group Description.

After the Labor code is entered, you will be
instructed to depress the space bar if "OK" or the
"Esc" key if you wish to redo the item.

After the last Labor item is added, depress the F10
key when asked for the next quantity.


7.0 Saving the Quotation to the Disk

Enter "E" to end adding items. The file will be saved and
you will be returned to the QUOTE program "Main menu".






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Copyright 1988 PDS*QUOTE QUOTATION SYSTEM Version 3.14


8.0 Add Items to An Existing Quotation

Boot your computer with your DOS disk. Start the PDS*QUOTE
System by inserting the PDS*QUOTE working program disk in
drive 'A' and entering the command QUOTE.

Since you wish to ADD TO AN EXISTING QUOTE, enter a "2".

Next, you will have to enter the name of the desired
quotation. The name MUST not be longer than 8 characters.
The computer will add ".QUO" to the end of the quote name.
You can save time by using the cursor arrows to highlight
the desired quotation number and depress RETURN. The
computer will locate the requested file and load it into
memory.

At this time, you can add Material, Special or Labor items
in the same way as described in Section 6.

9.0 Modify Items On a Quotation

Boot your computer with your DOS disk. Start the PDS*QUOTE
System by inserting the PDS*QUOTE working program disk in
drive 'A' and entering the command QUOTE.

Since you wish to MODIFY AN EXISTING QUOTE, enter a "3".

Next, you will have to enter the name of the desired
quotation. The name MUST not be longer than 8 characters.
The computer will add ".QUO" to the end of the quote name.
You again can save time by using the cursor arrows. The
computer will locate the requested file and load it into
memory.

You will see a "Sub Menu" where you can modify the Text,
Material Items, Labor Items or Special Items.

If you enter a "T" to modify the text of the description,
the text will be displayed. You can change the text as much
as desired. As instructed at the bottom of the screen,
depress F10 when finished.

If you enter an "M", "L" or "S" to modify the Material,
Labor or Special items, the first item of the selected
category will be displayed. Note the message at the bottom
of the screen where you are instructed that the PgUp key
will display the previous record, the PgDn key will display
the next record and the F10 key will end the modify mode.

Depressing the RETURN key will step you to the desired
field to change. When you have modified the record, depress
either the PgDn, PgUp or F10 key.


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10.0 Printing the Quotation

Enter the PDS*QUOTE System by starting the computer with
your DOS disk. Then, insert the PDS*QUOTE working program
disk in drive 'A' and enter QUOTE.

Since you wish to PRINT AN EXISTING QUOTE, enter a "4".

The first time that the PDS*QUOTE system is run, you will
be asked several questions about your hardware. Then you
will be asked six necessary questions to be able to print a
quotation with profit, tax and overhead factors.


10.1 Establish Default Print Values

ENTER COMPANY NAME ? The answer entered will be used
to print the YOUR company name at the top of each page
of the quotation.

Example:

JONES PRECISION CASTING CO.

ENTER REPORT TITLE ? The answer entered will be
printed just to the right of the company name at the
top of each page.

Example:

BID SPEC QUOTATION

The above two entries will cause...

JONES PRECISION CASTING CO. BID SPEC QUOTATION

...to be printed at the top of the page.


ENTER % SALES TAX ? If your state has a sales tax
enter the percentage (if 4%, enter "4", etc.). If your
state has no sales tax, just depress RETURN.

ENTER COMPANY OVERHEAD RATE % ? Your Accounting
Department probably uses a general overhead rate to
cover heat, lights, buildings, etc. This rate is
usually somewhere between 10% and 20% for most
companies. If the rate is 12.3%, enter 12.3, etc.







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10.0 Printing the Quotation (Continued)

10.1 Establish Default Print Values (continued)

ENTER FEDERAL TAX RATE % ? The computer will display
the default value (46.0% at the time this manual was
issued). If this is correct, depress RETURN.
Otherwise, overtype the correct value. This is to
cover the Federal Corporation tax. If you are a "Sole
Proprietorship" company, enter the expected tax
bracket rate for your 1040 tax return. The system
needs to know the tax rate so that the calculated
mark-up will give you a proper profit after taxes.

If you have a State and/or City Income Tax, your
accountant(s) can probably adjust the Federal Tax Rate
to include the effects of the those Income Tax(s). It
could also be worked into your Company Overhead Rate.

ENTER DEFAULT ROS % ? There will be times when you
accidently will specify an ROS code for a Material
item where the code doesn't exist. A value of 10% will
be displayed on the screen. Enter a new value, or just
depress RETURN.

The Labor Code masters in the random access data base
have no entry for a ROS code. Likewise, when you build
a quotation, Special (Non-Standard) Items do not have
a ROS code entered by you.

During quotation printing, for both Labor Hours and
Special (Non-Standard) Items, the program looks for
the following ROS codes in the order shown:

ROS = "01"
ROS = "1 " (one followed by blank)
ROS = Default value from QUOTE Option Screen

Thus, you should be sure to create a ROS Code master
in the data base with a code of "01" that will be used
for Labor Hours and Special (Non-Standard) Items.

When you have answered the above questions, press F10
and the values will be saved to a disk file named
"QUOTE.CFG". You will not be asked these questions
again.

If you wish to change any of the above values, select
Menu option 7, to see the option screen. Change any
value and press F10 to save the new values.




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Copyright 1988 PDS*QUOTE QUOTATION SYSTEM Version 3.14

10.2 Printing the Quote

MATERIAL OR QUOTATION PRICES

You will be asked if you wish to show "Raw" material
prices, or "Marked Up" Quotation prices. If you
depress RETURN the material prices will be printed. If
you depress the "Q" key, marked up quotation prices
will be printed.

The formula used is:

QUOTE PRICE=RAW PRICE x (1+ROS) x (1+(SUPL%/100))
x (1+(OVERHEAD%/100))

The ROS is derived from the following formula:

ROS = (1.0/(1.0-((1+(ROS%/100))/(1.0-TAX))))-1.0

The TAX is the decimal value of the Federal Tax
rate ( i.e. .46 )

You will be instructed to line up the printer and
strike any key.

If the system encounters any errors in printing the
report, error messages will be shown on the screen. At
the end of printing the report, you will be given the
opportunity to print the screen error messages.

The errors are caused by specifying a non-existant
supplier code in either a Material Master record, or
in a Special Description item on a quotation. Or the
error can be caused by specifying a non-existant ROS
code in a Material Master record. You should correct
the cause of the problem before you print the final
version of the quotation.


10.3 The Quotation Mathematics

******** THIS SECTION IS IMPORTANT ********

Your failure to understand this section could cause
YOU to be liable for the damages resulting from
understating or overstating a quotation.

It is STRONGLY suggested that you create first simple
and then more complex quotations with the QUOTE
program. Then, check the mathematics with manual
calculations. You must be confident that the QUOTE
program is performing as YOU expect. After all, YOU
may be placing YOUR career on the line by your
successful operation of this system.

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10.3 The Quotation Mathematics (continued)

Now that the author has sufficiently scared you, lets
get on with finding out how the math works in the
QUOTE program. When you select the desired disk file
to print, the program first prints the text
description.

You are asked if the print out is to be raw Material
or marked up Quotation priced. The answer will greatly
affect the mathematical result.

STANDARD MATERIAL ITEMS

For each Standard Material Coded item, the
program looks up the master record for that item.
The Description, Supplier Code, Unit Price and
ROS code are obtained from that master record.

If you removed the item from the master data base
after creating the quote and before printing the
quote, the Unit Price will be set to zero and you
will see an error message on the screen.

Assuming a master is found, the Supplier Code
from the Material master is used to look up the
Supplier Code master to obtain the Supply Expense
Rate. The Supply Expense Rate is divided by 100
and added to one (1). Thus, if you put 16 in the
Supplier data base for a supplier, the factor
would become 1.16 to be applied later. If the
Supplier master is not found, the Supplier factor
is set to 1.00 and you will see an error message
on the screen.

The ROS code, obtained from the Material Code
Master is used to look up the ROS data base
master. IF THE ROS IS NOT FOUND, THE DEFAULT ROS
FROM THE QUOTE PROGRAM OPTION SCREEN IS USED. In
any case, this value is divided by 100. The
default ROS can be changed by running the QUOTE
program and selecting Main Menu option 7.

The ROS formula is then calculated using the
Federal Tax rate entered via the QUOTE option
screen. If you entered 46 (for 46%), the 46 is
divided by 100 to become .46 to be used in the
following formula:

ROS Factor = 1 + ((1/(1-(ROS/(FED))))-1)

Example - Return-On-Sale of 12% results in .12
Fed Tax of 46% results in .46
ROS Factor = 1 + (((1/(1-(.12/(.46))))-1)

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Copyright 1988 PDS*QUOTE QUOTATION SYSTEM Version 3.14

10.3 The Quotation Mathematics (continued)

STANDARD MATERIAL ITEMS (continued)

If the ROS Code master data base record is not
found, the default ROS Factor provided by you on
the option screen is used and you will see an
error message on the screen.

The Overhead Factor is the percentage you entered
on the option screen divided by 100 and added to
one (1). Thus, if you specified a company
overhead of 18%, the Overhead Factor will be
1.18.

If you selected to print Quotation (marked up)
prices, the Material Unit Price is multiplied by
the Supply Factor, the ROS Factor and the
Overhead Factor. The result is rounded to the
nearest cent for each calculation.

If you selected to print Material prices, the
Material Unit Price is not multiplied by
anything. It stays as you entered it in the
Material Code data base master.

Also, the running total of Supply Expense is
calculated from the Material Quantity times the
Unit Price times the Supply Expense Rate (if 16%
then .16). The result is rounded to the nearest
cent for each calculation.

SPECIAL (Non-Standard) ITEMS

After all the Standard Material Coded items (if
any) are calculated and printed, the Special
Non-Standard items are processed.

Since you had to enter the Description and
Supplier Code for each item, the program already
has them.

As with the Standard Material Coded items, the
Supplier Code is used to look up the Supplier
Rate in the Supplier data base master. As before,
the factor is the rate divided by 100 and added
to one (1). Thus, a 16% rate becomes a factor of
1.16. If the Supplier Code master is not found, a
factor of 1.00 is used an an error message is
displayed in the screen.





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10.3 The Quotation Mathematics (continued)

SPECIAL (Non-Standard) ITEMS (continued)

Please note that the ROS codes are looked up in
the following order and the first one found is
used:

ROS = "01" (from data base)
ROS = "1 " (one+blank, from data base)
ROS = Default value from QUOTE program
Main Menu option 7 screen

If the first 2 searches are unsuccessful, NO
ERROR MESSAGE IS SHOWN ON THE SCREEN.

The resulting ROS rate is divided by 100. Thus, a
rate of 12% would result in .12.

The same formula as was used for Standard
Material Coded items is used to calculate the ROS
Factor for Special Items.

The Overhead Factor is the percentage you entered
on the option screen divided by 100 and added to
one (1). Thus, if you specified a company
overhead of 18%, the Overhead Factor will be
1.18.

If you selected to print Quotation (marked up)
prices, the Special (Non-Standard) item Unit
Price is multiplied by the Supply Factor, the ROS
Factor and the Overhead Factor. The result of
each calculation is rounded to the nearest cent.

If you selected to print Material prices, the
Special Description item Unit Price is not
multiplied by anything. It stays as you entered
it while creating the quote.

Also, the running total of Supply Expense is
calculated from the Special (Non-Standard) item
Quantity times the Unit Price times the Supply
Expense Rate (if 16% then .16). The result of
each calculation is rounded to the nearest cent.









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Copyright 1988 PDS*QUOTE QUOTATION SYSTEM Version 3.14


10.3 The Quotation Mathematics (continued)

LABOR HOUR UNITS

After the Special Description items are processed
(if any), the Labor Units are processed.

Each Labor Code is looked up in the labor data
base master to obtain the hourly rate and
description. If the Labor Code master is not
found, the hourly rate will be set to zero and
you will see an error message on the screen.

A ROS CODE OF "01" OR "1 " IS USED FOR LABOR
MARK-UP's. The ROS Code "01" is looked up first.
If "01" is not found, then "1 " (one followed by
a blank) is looked up. If neither is found, the
default ROS Rate entered by you on the option
screen is used. NO ERROR MESSAGE ON THE SCREEN IF
THE FIRST TWO ARE NOT FOUND.

Again, using the Federal Tax Rate entered by you
on the option screen, the ROS Factor is
calculated with the same formula as was used for
the Standard Material Coded items.

If Quotation prices were selected, the unit
hourly labor rate is multiplied by the ROS
Factor. The resulting calculation is rounded to
the nearest cent. The company overhead rate is
NOT used. This is because the unit labor rate in
the labor rate data base master should be a
"loaded" rate. The labor loadings often include

supervision, portions of support groups and other
general loadings as specified by your
accountants.

If Material (or raw) prices was selected, the
hourly labor rate is not multiplied by anything.


STATE SALES TAX

The sales tax is calculated by multiplying the
tax factor times the running total of either the
marked up quotation prices or the raw material
prices (depending on which option you selected).

SCREEN ERROR MESSAGES DURING PRINTING

If there are any error messages during the
printing, you must correct the indicated problems
before you can print an accurate quotation.

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Copyright 1988 PDS*QUOTE QUOTATION SYSTEM Version 3.14

10.3 The Quotation Mathematics (continued)

If you wish to calculate the ROS factor, you can do so
with the FORMULA.BAS program on the original PDS*BASE
System disk. Copy this program, along with BASICA.COM
(or BASICA.EXE with some non-IBM computers) from your
DOS master disk to a formatted disk. To run the
program, enter the command:

BASICA FORMULA


11.0 Deleting a Quotation From the Disk

From the QUOTE Menu enter "5". You will receive a list of
the quotations presently on the disk. Enter the desired
quotation name or number, or highlight the desired file
name with the curser keys and press Return. You will be
asked if you wish to delete the quotation. Only if you
answer "Y", will the quotation be erased from the disk.

It is also possible to erase files from DOS. If the QUOTE
Menu is on the screen, depress E to return to DOS. Then,
type the following command:

If the data is on a disk in drive 'B':

DEL B:filename.QUO

If you have a single drive PC or an XT (hard disk
system):

DEL filename.QUO

You can delete all quotes by typing:

DEL B:*.QUO (if quotes on drive 'B')

or

DEL *.QUO (if you have a single or hard disk)

Be sure to include the ".*" or you will get a "File
not found" error message.











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Copyright 1988 PDS*QUOTE QUOTATION SYSTEM Version 3.14

12.0 Copying a Quotation For a Different Version

There will be times when you wish to create a new quotation
that is just a variation of an existing quote. To save
retyping all of the new quotation, it is desired to make a
duplicate copy of an existing quotation, but, with a
different quote name on the data disk. Then, you could just
modify and/or add to the new version of the quotation.

If the QUOTE Menu is on the screen, depress E to return to
DOS. Enter one of the the following DOS commands:

If the data is on a disk in drive 'B':

COPY B:oldname.QUO B:newname.QUO

If you have a single drive PC or an XT (hard disk
system):

COPY oldname.QUO newname.QUO

13.0 Report Listing of the Data Base Masters

After you have been adding a quantity of Material Codes,
Supplier Codes, Labor Codes and ROS Code masters to the
data base with option "1" of the DBMANAGE program, you will
loose track of what you currently have in the data base.

From the DBMANAGE program "Main Menu", select option "2".

You will be asked which type of master you wish to report.
Enter your selection code. If you depress RETURN, you will
be returned to the "Main Menu".

When you make the selection, the system will load the sort
keys by scanning the selected data base file to determine
which records are currently active. If you select "Sub
Menu" option "1" for the Material Code masters, this search
will take several minutes (as there are 1000 possible
Material Code masters). The Supplier and Labor Codes have
only 40 possible masters, and the ROS codes have 99
possible masters, so that the scan for these masters will
only take several seconds. Then, the program will sort the
active record keys.

You will be instructed to line up the printer and strike
any key to print the report.

After the report is printed, you will be returned to the
"Sub Menu" to select another master file for printing.

If you are finished, depress RETURN to return to the
DBMANAGE program "Main Menu".


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Copyright 1988 PDS*QUOTE QUOTATION SYSTEM Version 3.14

Index

Add Labor Hours To Quote 15 Prices - Marked-Up 19
Add Processes To Quote 14, 16 Prices - Material 19
Add Special Items To Quote 15 Profit Factor (ROS) 5, 11, 19,
Add Standard Material 20
To Quote 14, 16 Print Defaults 17
Bad File Number 6 Print Set-Up Defaults 17
Build A Quotation 13 Print The Quotation 17
COMMAND.COM 2 Printing Error Messages 23
Company Name 17 Processes 1, 5, 8, 14, 16, 20
CONFIG.SYS 7 Profit Formula 19
Copying Quotations 25 Program For Formula 24
Creating Quotation 13 Quotation Creation 13
Data Base Listing 25 Quotation Deleting 24
Data Disks 13 Quotation Math 19
Data Master Modification 12 Quotation Narrative 14
Default Return-On-Sale 18 Quotation Prices 19
Defaults For Printing 17 Quotation Printing 17
Deleting Quotations 24 Quotation Text 14
Disks For Data 13 Quotations - Copying 25
Error - Bad File Number 6 Quote File Names 13
Error Messages During QUOTE.EXE 6
Printing 23 Report List Of Data Base
Federal Tax Rate 18, 19 Masters 25
File Names 13 Report Title 17
FORMAT Data Disk 13 Return-On-Sale Code 5, 11, 19,
Formula - Profit 19 20
FORMULA.BAS Program 24 Return-On-Sale Default 18
IMPORTANT STUFF 19 ROS Codes 5, 11, 19, 20
Install Software 2 Sales Tax 17, 23
Labor Codes 10, 15 Saving The Quotation 15
Labor Groups 1, 5, 10, 15 Set-Up Defaults 17
Labor Hours 23 Set-Up Software 2
List Of Data Base Masters 25 Similar Quotations 25
Load Data Base Masters 5 Software Installation 2
Mark-Up Prices 19 Special Items 1 ,5, 15, 21
Master Data Loading 5, 9, 10, Standard Materials 1, 5, 8, 14,
11 16, 20
Masters - Listing 25 Standard Suppliers 1, 5, 9
Material Prices 19 Starting QUOTE.EXE 6
Materials 1, 5, 8, 14, 16, 20 Supplier Codes 9
Math For Quotation 19 Suppliers 1, 5, 9
Modify Data Base Masters 12 Supply Factor 21
Modify Existing Quote 16 Tax - Sales 17, 23
Narrative For Quotation 14 Tax Rate - Federal 18, 19
Non-Standard Items 1, 5, 15, 21 Text For Quotation 14
Overhead Rate 17, 21 Title Of Report 17







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