Event Sales and Profit (Markets and Fairs)

Event Sales and Profit (Markets and Fairs)

Do you sell at farmers markets, fairs or festivals? Use Events to see what you sold at each event and the profit you made on each event day.

• Record the items you sold, the quantity and the price. You do not need a customer or an invoice.
• Add the event costs: a fixed cost (for example, the stall fee), a % commission taken from your sales, or both.
• See sales, product cost, commission, fixed cost and profit for each day and for the whole event.
• Add a bake list: what you bake for every event day. Then each event day shows on your bake plan.

Step 1: Add the event and its costs

1. Go to Events in the menu.
2. Click Add Event. Enter the name, type and start date. For a market every week, turn on Recurring Event and choose the day.
3. In Event costs, enter the Fixed cost (for example, 20.00 for the stall). In How often do you pay it?, choose Every event day or Once for the whole event.
4. If the organiser takes a part of your sales, enter it in Commission taken from sales (%).
5. Click Add Event.

Leave a cost field blank if you do not pay that cost.

Plan what to bake for each event day (bake list)

If you take the same items to the event each time, add a bake list. Then each event day gets a planned order with these items. The planned order shows on the bake plan, the Baker's Summary and Bake by Time, with the event name.

1. Open the event on the Events page.
2. In the Bake list box, click Set bake list (or Edit bake list if you already have one).
3. For each item, choose the product and enter the quantity. Click Add item for more products.
4. In Make the planned order this many days before the event day, enter a number from 1 to 30. The default is 7. With 7, next week's event is on the bake plan now.
5. Click Save bake list.

The planned orders are made each day automatically. To make them now, click Make planned orders now.

See and change the next event days

The Next event days box shows the next 4 event days:

• Planned — the planned order is made. Click the order number to open it. You can change the quantities for that one day on the order.
• Plan made on (date) — the planned order is made on that date.
• Baking, Ready or Done — the planned order is started or finished. You cannot skip it then.
• No bake list — set a bake list to plan this day.
• Skipped — you do not go to the event on that day. Click Skip this day to skip a day, and Plan this day again to undo it. The day then has the items it had before, not a new bake list.
• Sales recorded — you recorded the sales for that day.

You cannot delete a planned order on the order page. To not bake a day, use Skip this day.

When you change the bake list, new event days use the new list. To also change the planned days that are already made, select Also update the planned days already made. This replaces the changes you made by hand on those days. If you remove all items from the bake list, the planned days already made are removed.

A planned order is not a sale. It has no prices, and it does not show in your sales reports, your profit or your dashboard figures. You cannot add an invoice or a payment to it.

Step 2: Add your sales

You can add sales in two ways.

A. Record sales after the event

1. Open the event on the Events page.
2. Click Record sales.
3. Check the Event day. It starts on the last day the event took place. A message shows if the event is not on the day you choose.
4. For each product you sold, choose the product, enter the quantity and check the price each. The price comes from the product, and you can change it.
5. Click Add item for more products, then click Save sales.

If the day has a planned order, the form starts with the planned items and today's prices. Change the quantities to what you sold. When you save, the planned order becomes your sales entry. Planned days that have no sales show in the box Planned days with no sales recorded, with a Record sales button.

A sales entry made from a planned order cannot move to another day. If you use POS event mode on a planned day, the planned order is marked Done after that day.

To correct an entry, click the ⋯ button next to it and choose Change or Delete. If the product tracks stock, the stock is updated.

B. Use POS event mode while you sell

1. Open POS.
2. Click the Event button at the top and choose the event. Events on today show first.
3. An orange bar shows "Event mode: sales go to …". Every sale you make is now added to the event for today.
4. When you finish, click Stop on the bar.

Event mode turns off by itself on the next day. This makes sure that your normal shop sales are not added to the event.

Step 3: Read your profit

The event page shows the Whole event totals, then one box for each event day:

• Sales — what you sold (without tax).
• Commission — the % of your sales that the organiser takes.
• Fixed cost — the stall or space fee.
• Profit after event costs — sales minus the commission and the fixed cost.
• Product cost — the cost of the products you sold, from the product or its recipe.
• Profit after product cost — the profit after event costs, minus the product cost. This is your real profit.

If a product has no cost, a warning shows. Then the profit after product cost is too high. To fix this, set a cost on the product or on its recipe.

Good to know

• Only owners and managers can see the Events page. All staff who use POS can turn on event mode.
• Event sales also show in Orders. To change or delete a sales entry, use the event page.
• Use one way for each sale: POS event mode or Record sales. If you do both for the same sales, they count two times.
• A fixed cost for each event day counts only on days with sales.
• Planned orders show in Orders as "Bake list: (event name)".
• If you change the event days or delete the event, the planned orders that are not needed now are removed. Planned orders that are already Baking or Ready stay. Finish them on the order page.
• Copy Day / Week in Orders does not copy event sales or planned orders. The bake list makes the planned orders.
• In reports (for example the P&L report), event sales show on the event day, not on the day you recorded them.
• The fixed cost and commission show only on the Events page. They are not added to the P&L report. To include them there, add them as an Expense.
• Events also help your demand forecast. See Managing Local Events.