Your Costing Tools

Your costing tools

 

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Here are the links to download the templates:

 

 

Recipe Costing Template

Profit Sensitivity Analysis Temlpate

Functions, Events and Promotions Costing Template

You will need to save to your computer.
Right click on the link and select ‘Save Link As’ or ‘Save Target As’

Recipe Costing Template

Once you open up the spreadsheet you will see 3 tabs.

Tab 1
This guides you through the different areas of the spreadsheet. It will show you which cells to complete, and which contain the formulas you need to leave in order for the template to calculate your costings.

Tab 2
This is your Master Template.
You need to copy this sheet, making one sheet per recipe. If your selling prices include tax, check the tax rate for your own country or state and amend BEFORE you copy the master template. If you do this on the master, it will save you having to change for each new recipe.

To copy the Master Template select Edit, then Copy or Move Sheet, select (move to end), tick the box where is says Create Copy, then OK. The new spreadsheet will appear as the last tab, and will be called Master Template (2). Double click on the tab, and the text will appear highlighted. Now type in your new name for the tab e.g. the recipe name.

Tab 3
This is a worked example for a simple recipe.

You may find it useful to keep separate files for each class of recipe e.g. breakfast dishes, starters, entrees, and deserts. In order to create extra files simply open up the spreadsheet, select File, then Save As, and then give it a new name.

This simple template will give you all you need to cost out your recipes and calculate your gross profit margin. You can adjust the tax rate for your own country or state to ensure you get the full selling price.

It will also tell you what gross margin you are achieving at your current selling price.
Having a set recipe ensures consistency and allows you to check you figures before you produce a dish, to ensure it is going to give you the profit return you need to stay in business.

Profit sensitivity analysis template

Use this to calculate the impact of changes on any one of the following:

■    The number of customers
■    The average spend per head
■    The average number of visits or stays per customer

Use the spreadsheet to see the impact of making any changes before you make them. You can review the impact on just one, or several variables, on your margins.

Remember you can also use this to measure the impact of reducing sales, e.g. if you ever feel you need to drop a price or rates, or you know you are going to have a quiet period e.g. in January. By reviewing the impact before the event you can make an informed decision. So for example of the figures show you that staying open in January is unprofitable you may decide to cut your losses and close for a couple of weeks.

Once you open up the spreadsheet you will see 3 tabs.

Tab 1
This guides you through the different areas of the spreadsheet. It will show you which cells to complete, and which contain the formulas you need to leave in order for the template to calculate correctly.

Tab 2
This is your Master Template.
You need to copy this sheet for each analysis you do. However, I recommend you add in your current sales information (on row 4) BEFORE you copy the master template. If you do this on the master, it will save you having to add this information for each sheet.

To copy the Master Template select Edit, then Copy or Move Sheet, select (move to end), tick the box where is says Create Copy, then OK. The new spreadsheet will appear as the last tab, and will be called Master Template (2). Double click on the tab, and the text will appear highlighted. Now type in your new name for the tab.

Tab 3
This is a worked example in case you get stuck.

Functions, Events and Promotions Costing Template

This series of spreadsheets allows you to cost all aspects of your function, and totals them on a summary sheet. You can then work out your selling price. Or if the selling price is fixed, you can work backwards to see how much you can afford to spend per head, to help you and your team keep tabs on what you are spending, and still come out with a healthy profit.

There is also a sheet that shows your breakeven point, so you know how many customers you need to get through the door before you are in profit.

Invaluable for functions, events and promotions.

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.

Once you open up the spreadsheet you will see the first tab is your guide to using the template.

Tab 1

This guides you through the different areas of the spreadsheet. It will show you which cells to complete, and in which order.

Tabs A-P
This are you master templates. You will want to make copies before adding data.
However, before you do this I recommend you enter your tax rate on sheets B,C and D. This way you wont need to add this to every file you create.
In order to create extra files simply open up the spreadsheet, select File, then Save As, and then give it a new name.

Sheets E-L
Start by entering your costs on the individual sheets. The totals from these sheets will be carried forward to Sheet A.

Sheet A
This sheet will calculate your cost per head based on your projected numbers. Once you have entered your variable costs onto the individual sheets, enter your projected sales figures on sheet A Cell C16 and your fixed costs in rows 16-23.
Check the tax rate if necessary to reflect the tax rate for your country / state.

Sheet B
Use this tab to calculate your selling price to achieve your margin
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, and remember to check the correct tax rate in Cell C7.

Sheet C
Use this sheet if you need to work backwards to calculate your maximum costs. This is useful if you have already agreed the sales price or know the maximum your market will stand.
Check you tax rate in Cell C3
Enter your target gross margin percentage in Cell D4

Sheet D
Use this sheet to calculate how many units you need to sell to break even.
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)

Sheets M- P
These addition sheets will help you plan for additional resources needed, your project plan, and help you evaluate the financials and your marketing after the event.

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