                                                          
                                  PC-FOOD II 
                           Professional Food Costing
                                 Version 8.0
                                  
                                 User's Guide
                                  
                                 (GUIDE.TXT)

                                    
                                   CONTENTS
  
  
        Product Support ............................................  1
        Overview ...................................................  2
        Requirements ...............................................  3
  
        Installation (please refer to the on-disk INSTALL.TXT file)
  
        Getting Started ............................................  4
        Operation:
                  General Commands/Navigating ......................  5
                  Ingredient .......................................  6
                  Recipe ...........................................  7
                  Menu Item ........................................  9
                  Menu Mix ......................................... 11
        Miscellaneous .............................................. 13
        Acknowledgements ........................................... 13



                                                                Page 1
                         
                               PRODUCT SUPPORT                                 

        If you have questions about PC-FOOD II while evaluating the 
        shareware version or after purchasing the registered version,
        please contact us using one of the following: 
    
        1) Electronic Mail (PREFERRED METHOD) 
           INTERNET 76467.2213@compuserve.com
           CompuServe 76467,2213

        2) U.S. Postal Service

        3) Call us at 612-731-6822 (LEAST PREFERRED).
           We do NOT return long-distance phone calls.  However, 
           we will be happy to take your call and answer your 
           question(s).

        4) Fax your question(s) to us at 612-731-6822.
           Include your complete mailing address, as we will reply
           via mail.

        You may obtain the latest shareware version of PC-FOOD II from
        our world wide web page at:
  
               http://ourworld.compuserve.com/homepages/schreck/



                                                                Page 2

                               PROGRAM OVERVIEW
                                
        PC-FOOD II was developed as an easy to use alternative to high 
        priced, complex systems.  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.  

        Pricing is an "art" not a science.  PC-FOOD II is NOT 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.

        PC-FOOD II consists of three data files that are intricately 
        linked.  Ingredients consist of your raw materials.  You define
        how you buy (what unit) and use ingredients.  Version 8.0 now
        handles physical inventory by allowing you to input your 
        on-hand quantity and extending a value at your latest cost.
  
        Recipes use ingredients.  Select from a pop-up sorted list of   
        ingredients and input the quantity used.  You define a "usage 
        unit" for the recipe and tell PC-FOOD II how many of these 
        units are in this recipe "batch."  Input a batch yield to 
        arrive at a net cost per usage unit.   

        Menu items are defined similarly to recipes.  However, a menu 
        item may select input from recipes and or directly from 
        ingredients. After providing the current selling price for the 
        menu item, PC-FOOD II will calculate the actual gross profit 
        dollar amount and gross profit percent to sales.  Next, input 
        a DESIRED gross profit dollar amount and or a DESIRED gross 
        profit percentage.  PC-FOOD II will calculate the REQUIRED 
        selling prices to achieve those objectives.
  
        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."   
                               
                                                                Page 3
                           
                                 REQUIREMENTS 
                                
        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 dependent on available conventional memory.
        With 517K of RAM available, approximately 2,000 items 
        (ingredients + recipes + menu items) may be added.  Please
        refer to your DOS/system manual for methods to increase
        available conventional (640K) memory. Generally, you will
        gain space for one additional item for each 64 bytes freed
        (10 items per 1K).

        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 you 
        attempt to exceed available disk space, including loss or
        corruption of data and program crash.  Clean up your hard 
        drive to open up more storage space.

        The "DAT" and "MMX" files MUST BE CONSIDERED AN INSEPARABLE 
        SET.  To begin with all new data, delete all "DAT" files and 
        any "MMX" files.  
  
        When you back-up your data, ALWAYS backup and keep files with
        ".DAT" and ".MMX" file extensions together as a set.  These 
        files require each other to maintain data integrity.  If you 
        modify one of the files using PC-FOOD II while one or more of 
        the other files are unavailable, unpredictable results will 
        occur including certain data corruption.

        PC-FOOD II uses the computer's system clock in several 
        functions.  If you have not set the clock, please do so.

        STARTING PC-FOOD II (from DOS) after installation:
        C:\PCFOOD\PCFD  <Enter>

        STARTING PC-FOOD II (from Windows) after installation:
        Simply click on the "Food Cost" icon.
                                                                     
                                                                Page 4

                               GETTING STARTED
                                
        Please read the "OPERATION" section before starting PC-FOOD II.
        The most efficient method to begin the definition process is 
        with ingredients, then recipes and finally menu items.  Recipes 
        use ingredients and menu items may use ingredients and or 
        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.  

        If you installed the DEMO data files, take a few minutes to 
        work with and review that data.  When you are ready to begin  
        with your own data, you may simply add to or delete the demo 
        data from PC-FOOD II (item by item) or see the REQUIREMENTS
        section for instructions on which files to delete from the
        disk.

        All data may be quickly edited as you setup PC-FOOD II.  You
        may find it necessary to input partial information for an item 
        then return to complete the item later.  This can be quickly 
        accomplished within PC-FOOD II.
  
        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.

                                                                Page 5
                   
                         GENERAL COMMANDS/NAVIGATING
                                
        General On-line help is available whenever the F1=Help button 
        is displayed.

        Data input fields and most "buttons" contain context sensitive 
        help. Just press F1 while the cursor is located in the field or 
        on the button. Press tab, back-tab, a directional arrow key or 
        click, to place the cursor in the desired field or button.

        Mouse Tips:
        * The right mouse button acts as Escape, taking you back one 
          step/screen.
        * One click of the left mouse button selects a button choice or 
          locates the cursor to an input field.
        * Double click the left mouse button on a list choice to 
          select/display it.
        * Scrollable lists (ingredients, recipes, etc.) may be 
          navigated in many ways:
          - Click the up or down scroll bar pointer to move up or down 
            in the list.
          - Hold down the left button and drag the scroll bar "diamond" 
            up or down.
          - Click on the horizontal border immediately above or below 
            the data in a scrollable window to move up or down.
 
        Keyboard movement keys are all fully supported and include 
        PgUp, PgDn, Home, End, Tab, Back-Tab (shift-Tab) and the 
        directional arrows.
        * Press <Enter> to select a scrollable list choice.
        * Escape will always take you back one step/screen.
        * To quickly search for an item by DESCRIPTION in a scrollable 
          listing, just press the key representing the first character  
          of the description.  You will step through the listing 
          stopping on each item that begins with the search character.

                               
                                                                Page 6
                            
                                  INGREDIENT
                                
        From the Ingredient Listing, you have several options:

        F2=Sort: The selected sort is automatically saved.  Subsequent 
          inserting of ingredients in recipes or menu items will use 
          this sort.
  
        F3=New: Define a new ingredient.  If you use the same 
          ingredient in more than one "usage unit," you may want to 
          define the same item more than once (i.e. piece & ounce, 
          etc.) for the same description/dept/vendor.
  
        F4=Delete: You will not be able to delete an item that is used 
          in a recipe or menu item.  Do not override by changing the 
          description from "sugar" to "peas" because every recipe or 
          menu item that used sugar will now use peas! 
  
        F5=Used: List all recipes and menu items that use the 
          highlighted ingredient.
 
        F8=Export: Saves the selected fields for all ingredients to a 
          comma delimited file.  Import this data to a spreadsheet or 
          other program for additional report generation, etc.
 
        F9=Value: Ingredients are selected in the same manner as in 
          printing (see F10=Print).  Your latest input quantity and 
          cost is used for the calculation.  
    
        F10=Print: Report choices are determined by the location of 
          the highlight bar in the ingredient listing.  To print an 
          individual ingredient, place the highlight bar on the 
          specific item.  To print all records where department =
          "produce," place the highlight bar on ANY "produce" item.  
          Likewise, to print all items where the department = 
          "produce" AND the vendor = "GFG," place the highlight bar 
          on ANY ingredient that is both "produce" and from "GFG."  
    
          Select Item Master "M" or Inventory "I" report.  The 
          inventory report is very useful as an input form.  Pencil 
          your latest quantity and cost below each existing value on 
          the report.  Then input the data to PC-FOOD II using the 
          same sort.
                               
                                                                Page 7
                            
                                    RECIPE
  
        From the Recipe Listing you have several options:

        F2=Sort: Double click or press <Enter> on your choice.  Your 
          sort selection is automatically saved for use each time the 
          recipe listing is displayed.  Inserting recipes in menu 
          items will also use this recipe listing sort.

        F3=New: Define a new recipe.   
          Begin the definition of a new recipe by entering the 
          description, department, usage unit, quantity of usage units 
          per batch and batch yield.  Then press F6 to save.  Continue 
          with the definition by inserting ingredients (F3).  Edit any 
          field in the lower box by pressing F7.

          Recipes may contain up to 30 ingredients in the scrollable 
          list.  The scroll bar will display when the number of 
          ingredients exceeds the size of the recipe "window."  Press 
          F7 (or click F7=Edit) to move from the scrollable window to
          the input fields (description, dept, usage unit, gross qty, 
          yield, notes). While in the scrollable window, press <Enter> 
          or double click to edit the usage quantity of the 
          highlighted ingredient.

            Commands available at the detailed Recipe level:
            -----------------------------------------------------------
            F3=Insert Ingredient: Select an ingredient from the 
              scrollable listing.  You may change the ingredient sort 
              order within the ingredient listing section of PC-FOOD II.  
              After selecting an ingredient, you will be prompted to 
              input a usage quantity for the ingredient.  Press F6 (or 
              click F6=Save) to save the recipe with the new ingredient.  
              The recipe will re-display with the inserted ingredient 
              located at the highlighted bar location in the scrollable 
              window.
    
            F4=Delete: Delete the ingredient that is highlighted in the 
              scrollable window.  The recipe will then re-display 
              without the ingredient.
   
            F7=Edit: Allows access to the description, dept, usage unit, 
              gross quantity, yield and note fields for editing.  Press 
              F1 in any field for additional help.

            F8=Previous: Steps backward through the recipe listing at 
              the detail level.

            F10=Next: Steps forward through the recipe listing at the 
              detail level.
            -----------------------------------------------------------

                                                                Page 8
                            
                              RECIPE (continued)

        Continued: Recipe Listing command options:
  
        F4=Delete: You will not be able to delete an item that is used 
          in a menu item.  Do not override by changing the description 
          from "chicken soup" to "chocolate cake" because every menu 
          item that used chicken soup will now use chocolate cake!

        F5=Show Uses: List all menu items that use the recipe.

        F10=Print: Report choices are determined by the location of 
          the highlight bar in the recipe listing.  To print an 
          individual recipe, place the highlight bar on the specific 
          item.  To print all records where department = "soup" place 
          the highlight bar on ANY "soup" item.  After placing the 
          highlight bar, press F10=Print.  From the printing screen, 
          click or press <Enter> in the report selection field and 
          choose the desired report.  The current recipe sort order 
          is used for printing all reports.
                               
                                                                Page 9
                            
                                  MENU ITEM
                            
        From the Menu Item Listing, you have several options:

        F2=Sort: Double click or press <Enter> on your choice.  Your 
          sort selection is automatically saved for use each time the 
          menu item listing is displayed.  Inserting menu items in 
          a menu mix file will also use this sort order.

        F3=New: Define a new menu item.   
          Begin the definition of a menu item by entering the 
          description, department, etc.  Then press F6 to save and 
          begin inserting ingredients and or recipes.  Menu items may 
          contain up to 30 ingredients and or recipes.  The source 
          (SRC) column will display an "R" if the item is a recipe or 
          an "I" for ingredient.  Press F7 (or click F7=Edit) to move 
          from the scrollable window to the input fields (description, 
          dept, selling price, desired gross profit $, desired gross 
          profit %, notes).  While in the scrollable window, press 
          <Enter> or double click to edit the usage quantity of the 
          highlighted ingredient/recipe. 
    
            Commands available at the detailed Menu Item level:
            -----------------------------------------------------------
            F3=Insert Ingr: Select an ingredient from the scrollable 
              listing.  You will next be prompted to input a usage 
              quantity for the ingredient.  Press F6 (or click F6=Save) 
              to save the menu item with the new ingredient.  The menu
              item will re-display with the inserted ingredient located 
              at the highlighted bar location in the scrollable window.  
              The current sort order is used to display the scrollable 
              list of ingredients.
      
            F4=Delete I/R: Delete the ingredient/recipe that is 
              highlighted in the window.  The menu item will then 
              redisplay without the ingredient/recipe.
    
            F7=Edit: Access the description, dept, selling price, 
              desired gross profit $, desired gross profit % and note 
              fields.  Press F1 in any field for additional help.
      
            F8=Previous: Steps backward through the menu item listing 
              at the detail level.
   
            F9=Insert Recipe: Same as inserting an ingredient 
              (see above).  The current recipe sort order is used to 
              display the scrollable list of recipes.  You may change 
              the sort within the recipe section of PC-FOOD II.

            F10=Next: Steps forward through the menu item listing at 
              the detail level.
            -----------------------------------------------------------

                                                                Page 10
                             
                              MENU ITEM (continued)
                                 
        Continued: Menu Item Listing command options:
 
        F4=Delete: Deleting a menu item also deletes it from any and 
          all menu mix files.  PC-FOOD II does NOT warn you if a menu 
          mix file is using the item.

        F9=Price changes: Display or print required price changes.  
          PC-FOOD II does NOT recommend prices or profits.  YOU must 
          determine appropriate pricing.

        F10=Print: Report choices are determined by the location of 
          the highlight bar in the menu item listing.  To print an 
          individual item, place the highlight bar on the specific 
          item.  To print all records where department = "beverage" 
          place the highlight bar on ANY "beverage" item.  After 
          placing the highlight bar, press F10=Print.  From the 
          printing screen, click or press <Enter> in the report 
          selection field and choose the desired report.  The current 
          menu item sort order is used for printing all reports. 
                               
                                                                Page 11
                            
                                   MENU MIX

        Menu mix files provide the total revenue, total food cost, and 
        total gross profit (revenue - food cost) for a "mix" of menu 
        items.

        This is extremely useful for doing "what if's" with a time 
        period of sales or estimating for banquets, school lunch 
        programs, etc.  DON'T FORGET that gross profit must cover all 
        other operating expenses and provide you with your desired 
        operating profit.

        As you edit data throughout PC-FOOD II, all related data is 
        updated.  Changing an ingredient cost will update recipes 
        using the ingredient, update menu items using that recipe, 
        and update menu mix files using that menu item!

        Press <Enter> or double click a file to select:  The file will 
        be loaded and you may edit it as desired.


        From the main Menu Mix screen you have two options (plus help):
  
        F3=New File: Input a file name.  If the file name is valid, 
          you will be taken directly to the edit/define menu mix screen.
          
            Commands available at the detailed Menu Mix level:
            -----------------------------------------------------------
            Press <Enter> or double click to edit the usage quantity of 
            the highlighted menu item.

            F3=Insert Item: Select a menu item from the scrollable 
              listing.  You will next be prompted to input a usage 
              quantity for the menu item.  Press F6 (or click F6=Save) 
              to save the mix file with the new menu item.  The mix 
              file will redisplay with the inserted menu item located 
              at the highlighted bar location in the scrollable window.  
              The current sort order is used to display the scrollable 
              list of menu items.  Change the sort within the menu item 
              section of PC-FOOD II.
 
            F4=Delete Item: Delete the menu item that is highlighted in 
              the scrollable window.  The mix file will then redisplay 
              without the menu item.

            F10=Print: Print the currently displayed menu mix file.
            -----------------------------------------------------------
  
        F4=Delete File: Delete the highlighted file from the disk.

                                                                Page 12
                            
                               MENU MIX (continued)


        NOTE:
        The message "****** CONFIRM THIS ITEM": Each menu mix file 
        saves the menu item description and record number of each 
        item used.  A menu item deleted from PC-FOOD II will no 
        longer exist in a mix file.  However, because menu item
        record numbers are "recycled," the mix file may now contain 
        an undesired item. Press <Enter> to view, then F6 to save if 
        the item is desired.  If the item is not desired, press Esc 
        then "F4=Delete Item" to remove it.  This message also 
        appears if ANY change has been made to the menu item 
        description.

                                                                Page 13
                            
                                  MISCELLANEOUS
                                  

        DON'T MISS THESE IMPORTANT POINTS:
  
        1) Be sure to try finding an ingredient, recipe or menu item 
           by just pressing the key representing the first character 
           of the description.  Continue to press the key to step 
           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) The location of the highlight bar determines the selections 
           available for printed reports in ingredients, recipes and 
           menu items.

        4) 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).
     
        5) IF YOU INTEND TO EXPORT INGREDIENTS BY USING F8=EXPORT, 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.

        6) 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.


                                 ACKNOWLEDGEMENTS     
                                  
        IBM, IBM-AT, IBM 286 are trademarks of the International 
        Business Machines Corporation.

        MS-DOS and Microsoft Windows are trademarks of Microsoft 
        Corporation.

