Bennett’s

 

Map

Welcome

1014 West Macclenny Avenue

Macclenny, FL  32063

 

Phone:   (904) 259-3381 

Fax:       (904) 259-3376

Email:    ABCs@Bennettsfeed.com

 

Feed, Farm & Pet Center, Inc.

Automated Building Computation System

Mesothelioma
Mesothelioma

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Welcome to the AUTOMATED BUILDING COMPUTATION System page for Cook Portable Warehouses! -- This easy to use program makes selling Cook Warehouses a breeze! ---- Just send a quick email to ABCs@Bennettsfeed.com for more information.

Specially Designed for dealers of

Send email to ABCs@Bennettsfeed.com for more information.

Click here for the ABC Manual (pdf format)

The ABCs for

(Automated Building Computation system)

 

 

 

Instructions Guide

 

The ABCs for

(Automated Building Computation system)

This system was designed by a Cook Portable Warehouse Dealer for the purpose of assisting in the sale of Cook buildings.  This easy to use program allows the user to provide a few basic inputs and then obtain the price of a building.  The information (price quote) can be printed for the customer.  This format allows the dealer to provide accurate information very quickly and easily to customers. 

 

Finally, when a customer wants to proceed with the purchase, the information can be entered and all the necessary forms printed to complete the order.

 

The opening screen of this Microsoft Access Database program is shown in Figure 1. 

 

Figure 1

 

This screen is customized for each individual dealer to show the dealer name and dealer number upon opening the program.  A simple click on any text or picture will allow the user to move on to the program.

BASIC SYSTEM DESIGN

The program is designed with three main pages (forms) for the user to navigate.  These three main pages are titled:

Building Info

Pricing Info

Customer Info

 

Basic information must be provided on the “1. Building Info” page in order to get a specific building price, which is displayed on the second page titled “2. Pricing Info.”  If a customer wants to proceed with the purchase, the user navigates to the third page titled “3. Customer Info” and completes the customers information as required for the order.  All the forms are printed from the second page.  Additional options are available on these pages and will be explained further in the individual sections for each page.  If the user enters a first name or last name, the record for that building/customer will be kept in the database and can be accessed in the future.  However, if no first name or last name is entered, that particular record will be deleted when the database is closed and reopened.  So, if a particular record is to be retained, simply enter a name (first, last or both) and the record will be kept.  Please note it is not necessary to keep a record to provide a price quote to a customer.  See the section titled “View All Customers” for information on how to find information on a previously saved record.

 

“1. Building Info” Page

The first page is titled “1. Building Info” and looks as shown in Figure 2:

Figure 2

The system automatically opens to a page ready to enter information for a new transaction (Rental, Sale or Quote).  At any time the user wants to start with a new transaction, simply click on the “Add A NEW Rental, Sale or Quote” button.  The previous records remain in the system, but will be deleted if no first or last name has been entered.  Additional information is provided on the section of this guide titled “View All Customers.”

 

There are four basic inputs that MUST be provided by the user in order to obtain a building price.  These critical items are shown as red boxes on the form.  These four items are:

BUILDING:  The user can select the building from the drop-down menu or can enter the code for the desired building.  The drop-down menu has all the buildings listed in alphabetical order by the building code.  The building code has a prefix designating the type of building followed by the building width, building length, and then the roof type.

 

The prefix designation is one of the following:

B = Barn Style

C = Cabin

E = Economy Barn Style

G = Garage

GS = Garden Shed Style

LB = Lofted Barn Style

LG = Lofted Garage Style

U = Utility

 

The Building Width is two digits and is either 08, 10, or 12.

 

The Building Length is two digits and will be either 10, 12, 14, 16, 20, 24, 30 or 32.

 

The roof type will be one of the following:

M = Metal

S = Shingle

 

An example of a building code would be as follows:  A 12’ x 16’ Lofted Barn with a metal roof would be LB1216M.  The user can either specify this by typing in this code or by using the drop down menu.

 

RENT OR SALE: The user can select from the drop-down menu or can start typing in the desired option.  The two available options are:

Sale = The building will be a full purchase, not Rent-to-Own

Rented = The building will be acquired as a Rent-to-Own purchase.

 

NEW OR USED:  The user can select from the drop-down menu or can start typing in the desired option.  The two available options are:

New = A new building

Used=  A used building will be acquired.  The user must then specify the percentage discount to be applied to the building.  This is typically 5%.

 

ROOF COLOR:  The user can select from the drop-down menu or start typing in the roof color.  It is best for the user to use the drop down in order to prevent the incorrect color from being selected.  It is important that the correct roof-type and the color-type match in order for the forms to be completed accurately.  The available options are:

Green Shingle 6

Light Brown Shingle 5

Charcoal Grey Shingle 4

White Shingle 3

Black Shingle 2

Dark Brown Shingle 1

Red Metal A

Green Metal B

Dark Brown Metal E

 

Please note that the Green and Dark Brown colors are available in both the shingle and metal roofs.  It is important for the user to select the correct color for the selected roof type.  Also shown in the drop down the color code (1 through 6, A, B & E) as established by Cook Portable Warehouses.  This is beneficial when completing the forms for a building already on the dealer’s lot.  The second letter in the building code established by Cook Portable Warehouses represents the roof color, which is the same as shown above.

 

With these four items selected, the user can proceed to the “2. Pricing Info” page to see the computed prices and print a Quote.  However, the remaining items on the “1. Building Info” form should be completed before any sale is completed.  The user should return to this page and complete these items if a building is to be rented or purchased.

 

LOCATION:  The next item to be completed on the “1. Building Info” page is the Location.  The options available for the location is as follows:

To be built = This building is NOT on the Dealers lot and must be built.

On the Dealers Lot = If “On the Dealers Lot” is selected, the user must enter the Model and the Unit number in the respective fields for building that is being acquired.

BLOCKS:  Check this box if the customer wants the building to be placed on blocks.  Please note that this option can be selected or deselected later on the “2. Pricing Info” page.

 

ADDITIONAL DOWN:  The “Additional Down” box allows the user to enter any additional amount the customer might want to add to the required down payment.  This can also be entered on the “2. Pricing Info” page.

 

SERVICE FEES: Service Fees can be added when applicable to a sale.  These are usually specified by Cook Portable Warehouses for any special applications are requested by the customer.

 

LOAD DOORS:  The next selection specifies how the building should be loaded on the trailer.  The four options available from the drop-down menu are:

Towards the cab

Back of the trailer

Driver Side

Passenger Side

 

DELIVERY CONDITION:  The Delivery Condition has two options available to be selected from the drop-down menu.  These two options are as follows:

Yes, Hard Surface

No, Soft Ground

 

CUSTOMER SPECIFIES DOWN PAYMENT OPTIONS:  An option to allow the customer to specify exactly how much down they would like to pay at the time of placing the order has been added to the ABCs Program.  If a customer specifies a total amount they want to put down, the amount of the “Additional Down” will be shown on the next page (on the “2. Pricing Info” page).  Please note on that if the amount specified in this location is less than the minimum amount down, an error message will be displayed on the following page.  This error message states “Amount specified on the building page cannot be less than $xxx.cc.  This is the minimum RTO amount with no additional down.”  The user should return to the “1. Building Info” page and change the amount.  Please note that this value cannot be less than the minimum.  DO NOT ENTER “0”.  Either specify an amount greater than the minimum down payment or delete any entry from this box to remove the error.

 

OPTIONS:  The last section on the “1. Building Info” page allows the user to specify options to be added to the building.  There are three fields that allow the user to select from the drop-down menus.  The fourth option allows the user to enter any specialty items, and the corresponding price.  This will be described in greater detail below.

 

All available options are listed by a group.  Each item has been added to a group as either Door, Floor, Flower Box, Frame, Garage Door, Garden Shed, Loft, Porch, Shutters or Windows.  These groups were used in order for all the available door options to be shown together, the windows available to be shown together, etc. as there are several choices for some of these groups.

 

The user should specify the quantity of the desired option and then use the drop-down menu to select the option.  This can be done for up to three options.

 

If more than four options are desired, this fourth line can be used by typing “See Options Notes” in the description line, entering the total amount of the additional options in the price field, and detailing the additional options in the “OPTIONS NOTES” section.  Figure 3 is an example of how this can be used.  Please note that this is only an example for demonstration purposes.  This example uses a 12’ x 16’ Lofted Barn, with a metal roof, and has added:

 

Heavy Duty Floors

Raised the loft by 6”

Two 24” x 36” windows

Two pair of 9” x 36” Shutters

Two 24” flower boxes

Figure 3

 

Note the box above the list of options.  If the options or the quantities are modified, the user should click the refresh button to ensure there are not any locations where an option is specified but the quantity is zero.  If an option is shown but a “0” quantity has been specified, the price will NOT include the cost of the option.  Refreshing the list will prevent errors on the options.

 

SALES PERSON:  Finally, the sales person can be added at the bottom of this page.  The sales person can also be added on any of the three pages.

 

Upon completion of this data, the user can move on to the second page titled “2. Pricing Info.”   Please note that Price Sheets and a list of the options can be accessed and printed using this page.  This is explained later in this manual under the section titled “Printing Forms and Information.”

“2. Pricing Info” Page

There are very few items on the “2. Pricing Info” page that are required to be completed.  The items that must be completed before finalizing a sale are the “Amount Received”, “Check Number” and “COD Amount” (if applicable).  These three items are often entered after the last page (“3. Customer Info” page) has been completed. 

 

Figure 4 is a display of the screen for the same example previously described:

 

Figure 4

This information can be printed by selecting “Print Quote”.  Additional guidance on printing forms is provided in this manual in the section titled “Printing Forms and Information.”

 

As can be seen, all the pricing information has been calculated and displayed.  Please note that the items that make up the “Total RTO Down” payment have been shaded in a light blue color.  When the user specifies a “Sale” rather than “rented”, a different set of items are shaded. 

 

Figure 5 is a screen shot of this same building displayed as a “sale”.  Please note to make this change, click on the “1. Building Info” button, change the “Rented” to “Sale”, and then click on the “2. Pricing Info” button.  A different set of boxes has been shaded.  Those displayed on this screen as light blue are used in computing the “Full Payment” price.

Figure 5

 

There are several fields that can be modified on this page.  However, some cannot be changed here and the user must return to the “1. Building Info” page to make modifications to those.

 

Also, in this example, the user specified a total down payment of $10.00 in Figure 3.  Since this amount is less than the minimum amount of $561.45 (see figure 4), an error message appears on the right side of the “2. Pricing Info” page.  The user should return to the “1. Building Info” page and either increase the amount specified for the down payment, or completely remove any value from this entry.  This will remove the error.  Also note that this is not critical for a “sale” since the full payment will be made at the time of the order.  However, this error should be corrected before proceeding for Rent-to-Own orders.

 

An additional Error Checking feature has been added to this form to ensure the color selected for the roof matches the type of roof selected for the building.  Since Green and Dark Brown colors are available in both Metal and Shingle roofs, the user should be certain to select the correct color from the drop down menu.  If the roof type does not match the type specified in the color selection, an error is displayed on the “2. Pricing Info” page. 

 

As can be seen in Figure 6, the color Green and the color Dark Brown are each listed twice in the drop-down menu since each of these are available in both roof types.  If a shingle roof is selected, the first occurrence should be used.  If a metal roof is selected, the user should select the second occurrence where the roof type is shown as “Metal”.  For this example, a metal roof has been selected for the building (LB1216M), but the Green-Shingle Color has been selected for the roof color. 

 

Figure 6

 

When the user moves to the “2. Pricing Info” page, an error message is displayed in RED print with a Yellow background as shown in figure 7.   The user should go back to the “1. Building Info” page and either select the correct building with the correct roof type (select the LB1216S  if a shingle roof is desired) or change the Roof Color to select the “Green, Metal” option if the metal roof is to be used.

Figure 7

The “2. Pricing Info” page is used for printing Quotes, the Order Sheets, Deliver Questions, and the Owner Permission Form.  The Quote can be printed without any customer information being entered.  However, the information on the last page (titled “3. Customer Info”) should be completed before the Order Sheets or Delivery Question sheet is printed.   Each of the available printing options are described in further detail in the section of this manual titled “Printing Forms and Information.”

 

The user can move to the final entry page by clicking on the “3. Customer Info” button on the top of the screen.

 

“3. Customer info” Page

The customer information page allows the user to enter all the customer’s information regarding name, address, phone numbers, directions, etc.  Figure 8 is a display of a completed page.

 

Figure 8

If a customer’s name had been previously entered, the name will carry forward to this page.  Please note that the previous examples had the customer name entered as “New Customer”.  This was changed on this page to “John Doe”. 

This screen displays the type of building being purchased for information purposes only.  This cannot be changed on this page.  The user should return to the “1. Building Info” page to change any information regarding the building or the type of sale (Rented or Sale).

The “Sales Person” can be entered on this page if not already done so on a previous page.

The “Sale Date” is automatically entered as the day for which the entry was made.  This can be modified if a different date is needed.

Mailing Information:  The customers mailing information should be entered.  If the “Delivery Address Information” is the same as the “Mailing Information”, simply type “Same” and continue to the next section.

 

Phone Numbers:  A minimum of two phone numbers is required for all orders.  Enter the phone numbers without using any parenthesis or dashes as these will automatically be inserted. 

Employer Name:  Enter the employer’s name same as would be done on a hand written order form.

Social Security Number:  Enter the Social Security Number without any dashes.  The dashes will be inserted as you type the number.

Driver’s License:  The Drivers license number can be typed as it appears on the customer’s license.  This field does not have any formatting as each state has a different form of numbering.  It would be beneficial to include the state name that issued the license.  As can be seen in the example shown in figure 8, the number was entered according to the format on the driver’s license, with FL added to show this was a license issued by the state of Florida.

Birth date:  The birth date should be entered using the MM/DD/YY format.  The user can use the calendar button to navigate to the birth date, but this is generally difficult to get to the correct year.  It is typically easier to simply type in the date.  As can be seen in Figure 8, the birth date of January 1, 1967 is entered by typing 01/01/67, which is then displayed as 1/1/1967 after pressing enter.

Email:  Enter the email if provided by the customer.

Directions:  Enter the directions from the Dealer’s Lot the same as required for hand written orders.

Delivery Questions:  There are five delivery questions that must be answered by the customer.  Upon completing the forms and printing, the customer must initial by each of these answers.  If the answer to the question is “NO”, then no action is needed by the user for that question.  However, if the answer to the question is “YES”, simply click on the box to place a check mark and the answer will change to display “YES”. 

The answers to some of the questions may require the customer to have a property owner sign a permission form.  If required, the permission form can be printed from the “2. Pricing Info” page at the same time the order sheets are printed. 

Is there clear access to the desired delivery location?  Click on the Box to change the answer to “Yes” if appropriate.

 

Will the driver need to cross property other than your own?  The default answer is No.  However, if the answer to this question is “Yes”, click on the check box to change to “YES”.  This will also cause a message to appear next to “YES” that states: 

<== Customer must have owner complete permission form

 

Do you own the property where the building will be placed? The default answer is “NO” and therefore has a message that states:

<== Customer must get owner's permission.

 

Do you have the owner’s permission? If the answer is yes, Click on the box and a message appears that states: 

<== Customer must have owner complete permission form

 

If the answer to question 3 is “YES”, simply click on the check box to change the answer and this prompt will be removed.  There is no need to change the question that asks “Do you have the owner’s permission?”

 

Is there a fence around the property?  If the answer to this question is “NO”, no action is needed.  However, if the answer is “YES”, click on the check box to make the change.  This will also then prompt the user to enter the width of the gate opening.  Once a width is entered, this prompt will be removed.  Please note, there is no check regarding the gate opening to ensure the building can make it through the opening.  It is the user’s responsibility to ensure the opening will accommodate the delivery of the building.

 

Will the customer be available to sign for the delivery?  The system defaults to “No” and a prompt is displayed that states: 

<== Add additional customer to this order that will be available for delivery.

An additional customer should be added to this order so that this question can be checked so that it changes to “YES”.  Once the answer is “YES”, the prompt is removed.

 

At this point, all building and customer information has been completed.  The user can return to the “2. Pricing Info” page by clicking on the button at the top of the page.  Please note that if the “Amount Received”, “Check Number” and “COD Amount” (if applicable) have not been entered, these should be filled in before printing the order forms.

 

The user should review all three pages (“1. Building Info”, “2. Pricing Info”, and “3. Customer Info”) to be sure that all red error messages on the right side of each page have been removed.  This will assist in ensuring all information has been entered.

 

Printing Forms and Information

 

Different information can be printed from each of the three pages/forms.  The available print options are explained for each of the forms.  All of the printing options print the documents to a “Preview Screen”.  From this screen, the preview can be printed or closed. 

 

Building Info Page Printing:  The user can select the “Price Sheets” button at the top of the page to open another form as shown in Figure 9.

 

Figure 9

 

The user can select the desired print out.  This information will be displayed on the screen.  For this example, the “Lofted Barn Price Sheet” was selected.  Figure 10 shows the print preview that is displayed.

Figure 10

As can be seen, these price sheets have the Dealer’s information shown on the top of the page, as well as the computed monthly prices WITH the sales tax included.

Printing from “Preview”

To print from this “Preview”, select the “Print Preview” menu on the title bar at the top of the screen do access the menu as shown in Figure 11.

 

Figure 11

 Select “Print” to send this document to the printer.  To close the preview and return to the “Price Sheet Form”, select “Close Print Preview” from this menu.

Select the “Return to Building Form” on the “Price Sheet Form” as seen on Figure 9.

 

Pricing Info Page Printing: 

 

Four items can be printed from this page.  These four items are:

Price Quote

Print Order Sheets

Print Delivery Questions

Print Owners Permission

PRICE QUOTE: 

The Price Quote is a simplified version of the order sheet.  This one page document provides the basic information for a specified building.  The only information necessary for this print out is the inputs from the “1. Building Info” page that are shown in RED Boxes.  An example of this form is shown in Figure 12. 

As can be seen in this example, no customer information is required for this quote.  A disclaimer has been added to the bottom of the page to clearly indicated that this price is not guaranteed for any period of time.

Additionally, since this is a “Rented” order, the left side of the print-out has been marked across with two large “X” marks.  This is to ensure that there is no mistaking this to be a “Sale” purchase.

Also see the special note shown above the right column (above the “Security” line).  This note appears when options selected total more than $250.00.  If the options total is greater than $250.00, the excess amount must be collected in addition to the normal security deposit.  In this example, the total options amount to $567.00.  As such, an additional $317.00 is required ($567.00 - $250.00 = $317.00) in addition to the normal $100.00 security deposit.  As such, the total security deposit is $417.00 (which is the $317.00 additional + $100.00 normal).

This quote can be printed or closed as described in the previous pages in the section titled “Printing from Preview.”

Figure 12

PRINT ORDER SHEETS:

This option prints the two page order forms that have all the customer information and building information.  This information should be reviewed with the customer and printed.  The customer must sign the bottom of the second page.

A “Preview” is displayed of the first page when this button is selected a shown in Figure 13.  The second page can be viewed by clicking on the right arrow at the bottom left corner of the screen as shown in the red oval.

Figure 13

The user can also select “Print Preview” from the menu, and then select “Two Pages” to view both pages at once as shown in Figure 14.

Figure 14

The completed forms have been designed to match those provided by Cook Portable Warehouses.  While these forms are not an exact duplicate, they are accepted by Cook Portable Warehouses.

Also note that for this example (same as shown for the “Print Quote” example discussed previously), large “X”s have been placed over the “CASH PRICE” column as this example is for a “Rented” order.  If this was to be a “Sale” rather than a “Rented” building, the large “X”s would be displayed over the “Rent-to-Own” columns as shown in Figure 15.

Figure 15

 

To print these forms, select “Print Preview” on the menu bar, then select “Print”.  To close this view, select “Print Preview” on the menu bar, the select “Close”.  This will return to the “2. Pricing Info” page.

 

PRINT CUSTOMER QUESTIONS:

This option prints the third page of the order forms, which is the page that has the five questions required to be initialed.  A preview of this form is shown in Figure 16.  To print this form, select “Print Preview” on the menu bar, then select “Print”.  To close this view, select “Print Preview” on the menu bar, the select “Close”.  This will return to the “2. Pricing Info” page.

Figure 16

 PRINT OWNERS PERMISSION:

This option prints the Property Owner’s Permission form for the when required for delivery.  A display of this form shown in Figure 17.  To print this form, select “Print Preview” on the menu bar, then select “Print”.  To close this view, select “Print Preview” on the menu bar, the select “Close”.  This will return to the “2. Pricing Info” page.

Figure 17

Customer Info Page Printing.

 

Only one item can be printed from the “3. Customer Info” page.  This one item is a customer letter that can be printed and mailed to a customer that might have contacted the dealer via telephone.  This often occurs when a customer responds to a dealer’s advertisement and calls for more information.  Even if the customer does not have a specific building in which information is requested, the user can enter in any option on the “1. Building Info” page, then select “2. Pricing Info”, and “3. Customer Info” to get to this page very quickly.  The user can then enter the caller’s Name, Address and Phone Number (optional) and print a letter to mail to the customer. 

 

This format allows for a letter to be sent immediately to the customer with any additional information included as the dealer believes appropriate.  It is often very beneficial to send a colored brochure as provided by Cook Portable Warehouses as this contains valuable information about thes buildings.

 

An example of the letter is shown in Figure 18.

Figure 18

 

“View All Customers” Button

 

This system has been designed to maintain the record for the active customer as you navigate from one page to another.  Simply stated, once a customer record is started on the first page (“1. Bulding Info”), this same record in used on the second page (“2. Pricing Info”).  The same record is once again used for the third page (“3. Customer Info”).  

 

(Note:  A record is information regarding one particular building entry.  If a customer has requested information about a particular building, then all the information associated with that particular request is referred to as a “record”.)

 

However, previously entered records have been retained provided a first or last name was entered for the record at the time of the original entry.  These can be retrieved if needed.  This may occur if a customer visits or calls for information and the customer’s request was entered into the system with his/her name.

 

Figure 19 displays a view of a database that has been opened.  As can be seen on the lower left corner of the screen, the new record about to be entered is record 5 of 5.

 

Figure 19

This means that there have already been four previous records retained and any information entered on this page will create a new record (record number 5).  As you navigate to the next page, this same record number 5 will be used.  However, the following pages will show record 1 of 1.  This is because a filter has been applied to the following pages that limit the page to the active record.

 

If one of the previous records needs to be accessed, simply click on the “View All Customers” button.  This will remove the filter and allow access to all records in the database.  The “View All Customers” button is found on the “1. Building Info” page and the “3. Customer Info” page. 

 

Figure 20 shows the button on the “1. Building Info” page.

 

Figure 20

 

“Find a Record” Button

 

The find a record button is shown with the binoculars symbol.  It is located next to the customer’s last name on both the “1. Building Info” page and the “3. Customer Info” page.  The button is shown in Figure 21.

Figure 21

 

To use this button, first click in the first or last name box.  This will cause the search to look in the name field.  Most searches will likely use the last name.  As such, to search for a customer’s last name, click in the field for last name (as shown in the above example as “Customer”), and then click the binoculars.  This will cause the dialog box to appear as shown in Figure 22.

Figure 22

 

Simply type in any portion of the last name in the “Find What:” field.  However, before proceeding, you should also change the “Match:” field from the default setting of “Whole Field” to “Any Part of Field” by simply clicking on the down arrow and selecting the “Any Part of Field” as shown in Figure 23.

 

Figure 23

 

This will allow the search to find the name even if only a portion of the name has been entered into the “Find What:” field.  For example, typing “Ma” as shown in the example will find the entry for Super Man as shown in Figure 24. 

 

 

This will all the user to find previously entered records (Sales, Rentals or Quotes) provided the names were provided at the time of entry.

The Automated  Building Computation System (ABCs) was designed by a Cook Portable Warehouse Dealer for the purpose of assisting in the sale of Cook buildings.  This easy to use program allows the user to provide a few basic inputs and then obtain the price of a building.  The information (price quote) can be printed for the customer.  This format allows the dealer to provide accurate information very quickly and easily to customers. 

 

Finally, when a customer wants to proceed with the purchase, the information can be entered and all the necessary forms printed to complete the order.

The opening screen of the ABCs program is shown below.  As can be seen, the opening screen is customized to display the Dealers Name and number.  The image below is for Bennett’s Feed, Farm and Pet Center, Inc. 

 

The ABC Manual has detailed screen images and an explanation for each required input.  Take a look at the manual for a complete overview of the program.

This easy-to-learn, easy-to-use program is available to be purchased for the low price of only $395.  The sale of just one or two buildings will pay for this program.  The quick calculations, easy-to-print quotes, and the customer mail-out letter that is included in the program will make selling Cook Buildings faster and easier.  It will pay for itself very quickly.  Just email to get more information or to make arrangements to order.

 

Take a look at the manual below.  It has screen shots and explains how to work the program.  Simply stated, you select four items to get a price quote that you can print:  (1) The Building, (2) New or Used, (3) Rent or Sale & (4) Roof Color/type.  That’s All!  You get the building price whether it is for the sale or for a rent to own.

 

If OPTIONS are added, simply select the number of each option.  The price is computed (including Sales Tax), the delivery is computed and any additional deposit.

Click here for the ABC Manual (pdf format)

The ABCs for

(Automated Building Computation system)

 

 

 

Instructions Guide

 

The ABCs for

(Automated Building Computation system)

This system was designed by a Cook Portable Warehouse Dealer for the purpose of assisting in the sale of Cook buildings.  This easy to use program allows the user to provide a few basic inputs and then obtain the price of a building.  The information (price quote) can be printed for the customer.  This format allows the dealer to provide accurate information very quickly and easily to customers. 

 

Finally, when a customer wants to proceed with the purchase, the information can be entered and all the necessary forms printed to complete the order.

 

The opening screen of this Microsoft Access Database program is shown in Figure 1. 

 

Figure 1

 

This screen is customized for each individual dealer to show the dealer name and dealer number upon opening the program.  A simple click on any text or picture will allow the user to move on to the program.

BASIC SYSTEM DESIGN

The program is designed with three main pages (forms) for the user to navigate.  These three main pages are titled:

Building Info

Pricing Info

Customer Info

 

Basic information must be provided on the “1. Building Info” page in order to get a specific building price, which is displayed on the second page titled “2. Pricing Info.”  If a customer wants to proceed with the purchase, the user navigates to the third page titled “3. Customer Info” and completes the customers information as required for the order.  All the forms are printed from the second page.  Additional options are available on these pages and will be explained further in the individual sections for each page.  If the user enters a first name or last name, the record for that building/customer will be kept in the database and can be accessed in the future.  However, if no first name or last name is entered, that particular record will be deleted when the database is closed and reopened.  So, if a particular record is to be retained, simply enter a name (first, last or both) and the record will be kept.  Please note it is not necessary to keep a record to provide a price quote to a customer.  See the section titled “View All Customers” for information on how to find information on a previously saved record.

 

“1. Building Info” Page

The first page is titled “1. Building Info” and looks as shown in Figure 2:

Figure 2

The system automatically opens to a page ready to enter information for a new transaction (Rental, Sale or Quote).  At any time the user wants to start with a new transaction, simply click on the “Add A NEW Rental, Sale or Quote” button.  The previous records remain in the system, but will be deleted if no first or last name has been entered.  Additional information is provided on the section of this guide titled “View All Customers.”

 

There are four basic inputs that MUST be provided by the user in order to obtain a building price.  These critical items are shown as red boxes on the form.  These four items are:

BUILDING:  The user can select the building from the drop-down menu or can enter the code for the desired building.  The drop-down menu has all the buildings listed in alphabetical order by the building code.  The building code has a prefix designating the type of building followed by the building width, building length, and then the roof type.

 

The prefix designation is one of the following:

B = Barn Style

C = Cabin

E = Economy Barn Style

G = Garage

GS = Garden Shed Style

LB = Lofted Barn Style

LG = Lofted Garage Style

U = Utility

 

The Building Width is two digits and is either 08, 10, or 12.

 

The Building Length is two digits and will be either 10, 12, 14, 16, 20, 24, 30 or 32.

 

The roof type will be one of the following:

M = Metal

S = Shingle

 

An example of a building code would be as follows:  A 12’ x 16’ Lofted Barn with a metal roof would be LB1216M.  The user can either specify this by typing in this code or by using the drop down menu.

 

RENT OR SALE: The user can select from the drop-down menu or can start typing in the desired option.  The two available options are:

Sale = The building will be a full purchase, not Rent-to-Own

Rented = The building will be acquired as a Rent-to-Own purchase.

 

NEW OR USED:  The user can select from the drop-down menu or can start typing in the desired option.  The two available options are:

New = A new building

Used=  A used building will be acquired.  The user must then specify the percentage discount to be applied to the building.  This is typically 5%.

 

ROOF COLOR:  The user can select from the drop-down menu or start typing in the roof color.  It is best for the user to use the drop down in order to prevent the incorrect color from being selected.  It is important that the correct roof-type and the color-type match in order for the forms to be completed accurately.  The available options are:

Green Shingle 6

Light Brown Shingle 5

Charcoal Grey Shingle 4

White Shingle 3

Black Shingle 2

Dark Brown Shingle 1

Red Metal A

Green Metal B

Dark Brown Metal E

 

Please note that the Green and Dark Brown colors are available in both the shingle and metal roofs.  It is important for the user to select the correct color for the selected roof type.  Also shown in the drop down the color code (1 through 6, A, B & E) as established by Cook Portable Warehouses.  This is beneficial when completing the forms for a building already on the dealer’s lot.  The second letter in the building code established by Cook Portable Warehouses represents the roof color, which is the same as shown above.

 

With these four items selected, the user can proceed to the “2. Pricing Info” page to see the computed prices and print a Quote.  However, the remaining items on the “1. Building Info” form should be completed before any sale is completed.  The user should return to this page and complete these items if a building is to be rented or purchased.

 

LOCATION:  The next item to be completed on the “1. Building Info” page is the Location.  The options available for the location is as follows:

To be built = This building is NOT on the Dealers lot and must be built.

On the Dealers Lot = If “On the Dealers Lot” is selected, the user must enter the Model and the Unit number in the respective fields for building that is being acquired.

BLOCKS:  Check this box if the customer wants the building to be placed on blocks.  Please note that this option can be selected or deselected later on the “2. Pricing Info” page.

 

ADDITIONAL DOWN:  The “Additional Down” box allows the user to enter any additional amount the customer might want to add to the required down payment.  This can also be entered on the “2. Pricing Info” page.

 

SERVICE FEES: Service Fees can be added when applicable to a sale.  These are usually specified by Cook Portable Warehouses for any special applications are requested by the customer.

 

LOAD DOORS:  The next selection specifies how the building should be loaded on the trailer.  The four options available from the drop-down menu are:

Towards the cab

Back of the trailer

Driver Side

Passenger Side

 

DELIVERY CONDITION:  The Delivery Condition has two options available to be selected from the drop-down menu.  These two options are as follows:

Yes, Hard Surface

No, Soft Ground

 

CUSTOMER SPECIFIES DOWN PAYMENT OPTIONS:  An option to allow the customer to specify exactly how much down they would like to pay at the time of placing the order has been added to the ABCs Program.  If a customer specifies a total amount they want to put down, the amount of the “Additional Down” will be shown on the next page (on the “2. Pricing Info” page).  Please note on that if the amount specified in this location is less than the minimum amount down, an error message will be displayed on the following page.  This error message states “Amount specified on the building page cannot be less than $xxx.cc.  This is the minimum RTO amount with no additional down.”  The user should return to the “1. Building Info” page and change the amount.  Please note that this value cannot be less than the minimum.  DO NOT ENTER “0”.  Either specify an amount greater than the minimum down payment or delete any entry from this box to remove the error.

 

OPTIONS:  The last section on the “1. Building Info” page allows the user to specify options to be added to the building.  There are three fields that allow the user to select from the drop-down menus.  The fourth option allows the user to enter any specialty items, and the corresponding price.  This will be described in greater detail below.

 

All available options are listed by a group.  Each item has been added to a group as either Door, Floor, Flower Box, Frame, Garage Door, Garden Shed, Loft, Porch, Shutters or Windows.  These groups were used in order for all the available door options to be shown together, the windows available to be shown together, etc. as there are several choices for some of these groups.

 

The user should specify the quantity of the desired option and then use the drop-down menu to select the option.  This can be done for up to three options.

 

If more than four options are desired, this fourth line can be used by typing “See Options Notes” in the description line, entering the total amount of the additional options in the price field, and detailing the additional options in the “OPTIONS NOTES” section.  Figure 3 is an example of how this can be used.  Please note that this is only an example for demonstration purposes.  This example uses a 12’ x 16’ Lofted Barn, with a metal roof, and has added:

 

Heavy Duty Floors

Raised the loft by 6”

Two 24” x 36” windows

Two pair of 9” x 36” Shutters

Two 24” flower boxes

Figure 3

 

Note the box above the list of options.  If the options or the quantities are modified, the user should click the refresh button to ensure there are not any locations where an option is specified but the quantity is zero.  If an option is shown but a “0” quantity has been specified, the price will NOT include the cost of the option.  Refreshing the list will prevent errors on the options.

 

SALES PERSON:  Finally, the sales person can be added at the bottom of this page.  The sales person can also be added on any of the three pages.

 

Upon completion of this data, the user can move on to the second page titled “2. Pricing Info.”   Please note that Price Sheets and a list of the options can be accessed and printed using this page.  This is explained later in this manual under the section titled “Printing Forms and Information.”

“2. Pricing Info” Page

There are very few items on the “2. Pricing Info” page that are required to be completed.  The items that must be completed before finalizing a sale are the “Amount Received”, “Check Number” and “COD Amount” (if applicable).  These three items are often entered after the last page (“3. Customer Info” page) has been completed. 

 

Figure 4 is a display of the screen for the same example previously described:

 

Figure 4

This information can be printed by selecting “Print Quote”.  Additional guidance on printing forms is provided in this manual in the section titled “Printing Forms and Information.”

 

As can be seen, all the pricing information has been calculated and displayed.  Please note that the items that make up the “Total RTO Down” payment have been shaded in a light blue color.  When the user specifies a “Sale” rather than “rented”, a different set of items are shaded. 

 

Figure 5 is a screen shot of this same building displayed as a “sale”.  Please note to make this change, click on the “1. Building Info” button, change the “Rented” to “Sale”, and then click on the “2. Pricing Info” button.  A different set of boxes has been shaded.  Those displayed on this screen as light blue are used in computing the “Full Payment” price.

Figure 5

 

There are several fields that can be modified on this page.  However, some cannot be changed here and the user must return to the “1. Building Info” page to make modifications to those.

 

Also, in this example, the user specified a total down payment of $10.00 in Figure 3.  Since this amount is less than the minimum amount of $561.45 (see figure 4), an error message appears on the right side of the “2. Pricing Info” page.  The user should return to the “1. Building Info” page and either increase the amount specified for the down payment, or completely remove any value from this entry.  This will remove the error.  Also note that this is not critical for a “sale” since the full payment will be made at the time of the order.  However, this error should be corrected before proceeding for Rent-to-Own orders.

 

An additional Error Checking feature has been added to this form to ensure the color selected for the roof matches the type of roof selected for the building.  Since Green and Dark Brown colors are available in both Metal and Shingle roofs, the user should be certain to select the correct color from the drop down menu.  If the roof type does not match the type specified in the color selection, an error is displayed on the “2. Pricing Info” page. 

 

As can be seen in Figure 6, the color Green and the color Dark Brown are each listed twice in the drop-down menu since each of these are available in both roof types.  If a shingle roof is selected, the first occurrence should be used.  If a metal roof is selected, the user should select the second occurrence where the roof type is shown as “Metal”.  For this example, a metal roof has been selected for the building (LB1216M), but the Green-Shingle Color has been selected for the roof color. 

 

Figure 6

 

When the user moves to the “2. Pricing Info” page, an error message is displayed in RED print with a Yellow background as shown in figure 7.   The user should go back to the “1. Building Info” page and either select the correct building with the correct roof type (select the LB1216S  if a shingle roof is desired) or change the Roof Color to select the “Green, Metal” option if the metal roof is to be used.

Figure 7

The “2. Pricing Info” page is used for printing Quotes, the Order Sheets, Deliver Questions, and the Owner Permission Form.  The Quote can be printed without any customer information being entered.  However, the information on the last page (titled “3. Customer Info”) should be completed before the Order Sheets or Delivery Question sheet is printed.   Each of the available printing options are described in further detail in the section of this manual titled “Printing Forms and Information.”

 

The user can move to the final entry page by clicking on the “3. Customer Info” button on the top of the screen.

 

“3. Customer info” Page

The customer information page allows the user to enter all the customer’s information regarding name, address, phone numbers, directions, etc.  Figure 8 is a display of a completed page.

 

Figure 8

If a customer’s name had been previously entered, the name will carry forward to this page.  Please note that the previous examples had the customer name entered as “New Customer”.  This was changed on this page to “John Doe”. 

This screen displays the type of building being purchased for information purposes only.  This cannot be changed on this page.  The user should return to the “1. Building Info” page to change any information regarding the building or the type of sale (Rented or Sale).

The “Sales Person” can be entered on this page if not already done so on a previous page.

The “Sale Date” is automatically entered as the day for which the entry was made.  This can be modified if a different date is needed.

Mailing Information:  The customers mailing information should be entered.  If the “Delivery Address Information” is the same as the “Mailing Information”, simply type “Same” and continue to the next section.

 

Phone Numbers:  A minimum of two phone numbers is required for all orders.  Enter the phone numbers without using any parenthesis or dashes as these will automatically be inserted. 

Employer Name:  Enter the employer’s name same as would be done on a hand written order form.

Social Security Number:  Enter the Social Security Number without any dashes.  The dashes will be inserted as you type the number.

Driver’s License:  The Drivers license number can be typed as it appears on the customer’s license.  This field does not have any formatting as each state has a different form of numbering.  It would be beneficial to include the state name that issued the license.  As can be seen in the example shown in figure 8, the number was entered according to the format on the driver’s license, with FL added to show this was a license issued by the state of Florida.

Birth date:  The birth date should be entered using the MM/DD/YY format.  The user can use the calendar button to navigate to the birth date, but this is generally difficult to get to the correct year.  It is typically easier to simply type in the date.  As can be seen in Figure 8, the birth date of January 1, 1967 is entered by typing 01/01/67, which is then displayed as 1/1/1967 after pressing enter.

Email:  Enter the email if provided by the customer.

Directions:  Enter the directions from the Dealer’s Lot the same as required for hand written orders.

Delivery Questions:  There are five delivery questions that must be answered by the customer.  Upon completing the forms and printing, the customer must initial by each of these answers.  If the answer to the question is “NO”, then no action is needed by the user for that question.  However, if the answer to the question is “YES”, simply click on the box to place a check mark and the answer will change to display “YES”. 

The answers to some of the questions may require the customer to have a property owner sign a permission form.  If required, the permission form can be printed from the “2. Pricing Info” page at the same time the order sheets are printed. 

Is there clear access to the desired delivery location?  Click on the Box to change the answer to “Yes” if appropriate.

 

Will the driver need to cross property other than your own?  The default answer is No.  However, if the answer to this question is “Yes”, click on the check box to change to “YES”.  This will also cause a message to appear next to “YES” that states: 

<== Customer must have owner complete permission form

 

Do you own the property where the building will be placed? The default answer is “NO” and therefore has a message that states:

<== Customer must get owner's permission.

 

Do you have the owner’s permission? If the answer is yes, Click on the box and a message appears that states: 

<== Customer must have owner complete permission form

 

If the answer to question 3 is “YES”, simply click on the check box to change the answer and this prompt will be removed.  There is no need to change the question that asks “Do you have the owner’s permission?”

 

Is there a fence around the property?  If the answer to this question is “NO”, no action is needed.  However, if the answer is “YES”, click on the check box to make the change.  This will also then prompt the user to enter the width of the gate opening.  Once a width is entered, this prompt will be removed.  Please note, there is no check regarding the gate opening to ensure the building can make it through the opening.  It is the user’s responsibility to ensure the opening will accommodate the delivery of the building.

 

Will the customer be available to sign for the delivery?  The system defaults to “No” and a prompt is displayed that states: 

<== Add additional customer to this order that will be available for delivery.

An additional customer should be added to this order so that this question can be checked so that it changes to “YES”.  Once the answer is “YES”, the prompt is removed.

 

At this point, all building and customer information has been completed.  The user can return to the “2. Pricing Info” page by clicking on the button at the top of the page.  Please note that if the “Amount Received”, “Check Number” and “COD Amount” (if applicable) have not been entered, these should be filled in before printing the order forms.

 

The user should review all three pages (“1. Building Info”, “2. Pricing Info”, and “3. Customer Info”) to be sure that all red error messages on the right side of each page have been removed.  This will assist in ensuring all information has been entered.

 

Printing Forms and Information

 

Different information can be printed from each of the three pages/forms.  The available print options are explained for each of the forms.  All of the printing options print the documents to a “Preview Screen”.  From this screen, the preview can be printed or closed. 

 

Building Info Page Printing:  The user can select the “Price Sheets” button at the top of the page to open another form as shown in Figure 9.

 

Figure 9

 

The user can select the desired print out.  This information will be displayed on the screen.  For this example, the “Lofted Barn Price Sheet” was selected.  Figure 10 shows the print preview that is displayed.

Figure 10

As can be seen, these price sheets have the Dealer’s information shown on the top of the page, as well as the computed monthly prices WITH the sales tax included.

Printing from “Preview”

To print from this “Preview”, select the “Print Preview” menu on the title bar at the top of the screen do access the menu as shown in Figure 11.

 

Figure 11

 Select “Print” to send this document to the printer.  To close the preview and return to the “Price Sheet Form”, select “Close Print Preview” from this menu.

Select the “Return to Building Form” on the “Price Sheet Form” as seen on Figure 9.

 

Pricing Info Page Printing: 

 

Four items can be printed from this page.  These four items are:

Price Quote

Print Order Sheets

Print Delivery Questions

Print Owners Permission

PRICE QUOTE: 

The Price Quote is a simplified version of the order sheet.  This one page document provides the basic information for a specified building.  The only information necessary for this print out is the inputs from the “1. Building Info” page that are shown in RED Boxes.  An example of this form is shown in Figure 12. 

As can be seen in this example, no customer information is required for this quote.  A disclaimer has been added to the bottom of the page to clearly indicated that this price is not guaranteed for any period of time.

Additionally, since this is a “Rented” order, the left side of the print-out has been marked across with two large “X” marks.  This is to ensure that there is no mistaking this to be a “Sale” purchase.

Also see the special note shown above the right column (above the “Security” line).  This note appears when options selected total more than $250.00.  If the options total is greater than $250.00, the excess amount must be collected in addition to the normal security deposit.  In this example, the total options amount to $567.00.  As such, an additional $317.00 is required ($567.00 - $250.00 = $317.00) in addition to the normal $100.00 security deposit.  As such, the total security deposit is $417.00 (which is the $317.00 additional + $100.00 normal).

This quote can be printed or closed as described in the previous pages in the section titled “Printing from Preview.”

Figure 12

PRINT ORDER SHEETS:

This option prints the two page order forms that have all the customer information and building information.  This information should be reviewed with the customer and printed.  The customer must sign the bottom of the second page.

A “Preview” is displayed of the first page when this button is selected a shown in Figure 13.  The second page can be viewed by clicking on the right arrow at the bottom left corner of the screen as shown in the red oval.

Figure 13

The user can also select “Print Preview” from the menu, and then select “Two Pages” to view both pages at once as shown in Figure 14.

Figure 14

The completed forms have been designed to match those provided by Cook Portable Warehouses.  While these forms are not an exact duplicate, they are accepted by Cook Portable Warehouses.

Also note that for this example (same as shown for the “Print Quote” example discussed previously), large “X”s have been placed over the “CASH PRICE” column as this example is for a “Rented” order.  If this was to be a “Sale” rather than a “Rented” building, the large “X”s would be displayed over the “Rent-to-Own” columns as shown in Figure 15.

Figure 15

 

To print these forms, select “Print Preview” on the menu bar, then select “Print”.  To close this view, select “Print Preview” on the menu bar, the select “Close”.  This will return to the “2. Pricing Info” page.

 

PRINT CUSTOMER QUESTIONS:

This option prints the third page of the order forms, which is the page that has the five questions required to be initialed.  A preview of this form is shown in Figure 16.  To print this form, select “Print Preview” on the menu bar, then select “Print”.  To close this view, select “Print Preview” on the menu bar, the select “Close”.  This will return to the “2. Pricing Info” page.

Figure 16

 PRINT OWNERS PERMISSION:

This option prints the Property Owner’s Permission form for the when required for delivery.  A display of this form shown in Figure 17.  To print this form, select “Print Preview” on the menu bar, then select “Print”.  To close this view, select “Print Preview” on the menu bar, the select “Close”.  This will return to the “2. Pricing Info” page.

Figure 17

Customer Info Page Printing.

 

Only one item can be printed from the “3. Customer Info” page.  This one item is a customer letter that can be printed and mailed to a customer that might have contacted the dealer via telephone.  This often occurs when a customer responds to a dealer’s advertisement and calls for more information.  Even if the customer does not have a specific building in which information is requested, the user can enter in any option on the “1. Building Info” page, then select “2. Pricing Info”, and “3. Customer Info” to get to this page very quickly.  The user can then enter the caller’s Name, Address and Phone Number (optional) and print a letter to mail to the customer. 

 

This format allows for a letter to be sent immediately to the customer with any additional information included as the dealer believes appropriate.  It is often very beneficial to send a colored brochure as provided by Cook Portable Warehouses as this contains valuable information about thes buildings.

 

An example of the letter is shown in Figure 18.

Figure 18

 

“View All Customers” Button

 

This system has been designed to maintain the record for the active customer as you navigate from one page to another.  Simply stated, once a customer record is started on the first page (“1. Bulding Info”), this same record in used on the second page (“2. Pricing Info”).  The same record is once again used for the third page (“3. Customer Info”).  

 

(Note:  A record is information regarding one particular building entry.  If a customer has requested information about a particular building, then all the information associated with that particular request is referred to as a “record”.)

 

However, previously entered records have been retained provided a first or last name was entered for the record at the time of the original entry.  These can be retrieved if needed.  This may occur if a customer visits or calls for information and the customer’s request was entered into the system with his/her name.

 

Figure 19 displays a view of a database that has been opened.  As can be seen on the lower left corner of the screen, the new record about to be entered is record 5 of 5.

 

Figure 19

This means that there have already been four previous records retained and any information entered on this page will create a new record (record number 5).  As you navigate to the next page, this same record number 5 will be used.  However, the following pages will show record 1 of 1.  This is because a filter has been applied to the following pages that limit the page to the active record.

 

If one of the previous records needs to be accessed, simply click on the “View All Customers” button.  This will remove the filter and allow access to all records in the database.  The “View All Customers” button is found on the “1. Building Info” page and the “3. Customer Info” page. 

 

Figure 20 shows the button on the “1. Building Info” page.

 

Figure 20

 

“Find a Record” Button

 

The find a record button is shown with the binoculars symbol.  It is located next to the customer’s last name on both the “1. Building Info” page and the “3. Customer Info” page.  The button is shown in Figure 21.

Figure 21

 

To use this button, first click in the first or last name box.  This will cause the search to look in the name field.  Most searches will likely use the last name.  As such, to search for a customer’s last name, click in the field for last name (as shown in the above example as “Customer”), and then click the binoculars.  This will cause the dialog box to appear as shown in Figure 22.

Figure 22

 

Simply type in any portion of the last name in the “Find What:” field.  However, before proceeding, you should also change the “Match:” field from the default setting of “Whole Field” to “Any Part of Field” by simply clicking on the down arrow and selecting the “Any Part of Field” as shown in Figure 23.

 

Figure 23

 

This will allow the search to find the name even if only a portion of the name has been entered into the “Find What:” field.  For example, typing “Ma” as shown in the example will find the entry for Super Man as shown in Figure 24. 

 

 

This will all the user to find previously entered records (Sales, Rentals or Quotes) provided the names were provided at the time of entry.

Purchase for the low price of only

$395.

00