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How to use the template

Open up the spreadsheet and save as (new name) to ensure you keep a master template.

All yellow cells contain formulae and are protected. Do not try to over type these or you will lose
the formula
Tax rate has been set at 17.5%. Change this if necessary to reflect the tax rate for your
country / state

Costings
Enter your variable costs onto the individual sheets (tabs E-L) The totals from these sheets will
be carried forward to Sheet A

Enter your projected sales figures on sheet A Cell C16

Enter your fixed costs in rows 16-23

To calculate your selling price


Complete spreadsheet tab B

Cost per head figures in line 3 will calculate automatically based on totals from sheet A

Enter your target gross margin percentage in cell D4

Check the correct tax rate in Cell C7

This will then calculate your minimum gross selling price (including tax) needed to achieve your
gross profit based on current costs

To calculate your maximum costs


Complete spreadsheet tab C

Check your tax rate in Cell C3

Enter your target gross margin percentage in Cell D4

Use this if you have to work backwards from a maximum selling price to determine the
maximum you can spend on the event or promotion

Calculating how many units you need to sell to break even


Use the spreadsheet Tab D and enter the maximum selling price your market will tolerate and
enter this in cell D2.

Check your rate of tax (C3)


Enter a percentage figure for overheads (D5)

Check the figure in D9

Use sheet M to list any resources

Use sheet N to map out your project plan

Use sheet O to enter actual figures after the event

Use sheet P to analyse the effectiveness of your marketing if applicable


TOTAL COSTS

Note: all figures in this section will be entered automatically from


VARIABLE COSTS
the information you complete on Tabs E-L
Cost per
CATEGORY Notes
unit/head
Food Cost 0.00

Beverage Cost 0.00

Linen & disposables 0.00

Packaging & presentation 0.00

Printing & stationery 0.00

Additional Staffing 0.00

Oher costs 1 0.00

Other costs 2 0.00

Total variable costs per head/unit 0.00

FIXED COSTS

Projected
Cost per
CATEGORY Total Cost number of Notes
unit/head
sales

Core Staffing (specific to the event) 0

Equipemt Hire 0 0

Entertainment 0 0

Marketing allowance 0 0

0 0

0 0

0 0

0 0
average
Total fixed costs 0.00 fixed costs 0.00
per
head/unit
Total costs per head/unit - based on sale 0 0.00
To calculate Selling Price Notes

Cost per head/unit based on sales projection o 0 0.00

Target Gross Margin %

Cost % 100%

Minimum net selling price to achieve margin 0.00

Plus VAT / sales tax Tax rate 20.0% 0.00

Minimum gross selling price 0.00


To calculate how much you can afford to spend Notes
Maximum sellling price (incl VAT)

Net selling price (Less VAT) tax rate 20.0% 0.00

Target Gross Margin %

Cost % 100%

Maximum to spend per head/unit 0.00


To calculate break even point Notes

Maximum sellling price (incl VAT)

Net selling price (Less VAT) tax rate 20.0% 0.00

Variable costs per head/unit 0.00

Add in % for overheads overheads % 0.00

Varaible cost per head/unit incl overheads 0.00

Gross margin per sale 0.00

Total fixed costs 0.00

Number of untis to be sold to break even 0


FOOD COSTS
Production Cost per
DISH No portions Notes
cost portion
0

Total food costs per head/unit 0.00


BEVERAGE COSTS
Production Cost per
DISH No portions Notes
cost portion
0

Total beverage costs per head/unit 0.00


LIINEN & DISPOSABLES
Cost per
ITEM Pack cost No per pack Notes
unit/head
0

Total linen & disposables costs per head/unit 0.00


PACKAGING &
PRESENTATION
Cost per
ITEM Pack cost No per pack Notes
unit/head
0

Total packaging & presentation costs per head/unit 0.00


PRINTING & STATIONERY
Cost per
ITEM Pack cost No per pack Notes
unit/head
0

Total printing & stationery costs per head/unit 0.00


ADDITIONAL STAFFING

POSITION Hourly rate No hours Cost per unit Notes

0 Note: Only use this section if


0 your staffing levels will be
variable dependent on the
0
number of customers. For
0 fixed labour costs see Tab A
0

Total additional costs per head/unit 0.00


OTHER COSTS 1
Cost per
ITEM Pack cost No per pack Notes
unit/head
0

Total other costs per head/unit 0.00


OTHER COSTS 2
Cost per
ITEM Pack cost No per pack Notes
unit/head
0

Total other costs per head/unit 0.00


Resources Month 1 Month 2 Month 3

order delivery
Item Quantity Source / Supplier Notes 1 2 3 4 1 2 3 4 1 2 3 4 5
date date
Project Plan Month 1 Month 2 Month 3

Who to Start
Action Objectives Deadline Notes 1 2 3 4 1 2 3 4 1 2 3 4 5
complete date
RESULTS

No units sold 10
Actual total Cost per
CATEGORY Notes
costs unit/head
Food Cost 0.00

Beverage Cost 0.00

Linen & disposables 0.00

Packaging & presentation 0.00

Printing & stationery 0.00

Staffing 0.00

Equipemt Hire 0.00

Entertainment 0.00

Marketing 0.00

0.00

0.00

0.00

0.00

Total costs 0.00 0.00

Sales income Number sold Selling price Total income

Sellling price (incl VAT) 0.00

Net selling price (Less VAT) 20.0% 0.00 0.00

Less total costs 0.00

Net profit 0.00

Gross profit % #DIV/0!


Conversion rates Notes

Number Number Net profit Profit Net profit / Return on Conversion


Marketing method Cost each total cost
sent converted per sale generated loss investment rate

Example Campaign 1 100 0.40 40.00 12 8.50 102.00 62.00 155.0% 12.0% Good result

Example Campaign 2 200 1.00 200.00 6 8.50 51.00 -149.00 -74.5% 3.0% Very poor result

0.00 0.00 0.00 0 0

0.00 0.00 0.00 0 0

0.00 0.00 0.00 0 0

0.00 0.00 0.00 0 0

0.00 0.00 0.00 0 0

0.00 0.00 0.00 0 0

Totals / average 0.00 0.00 0.00 0 0