Craft fair...sales paperwork....??

[kipper workshops]

Hi,

going to be doing my first craft fair on Sunday. Bit nervous but I am sure it will go ok, it will be a learning experience at least which is all good.

I was wondering what you all do for receipts etc.. for your craft fair sales. I buy stuff from fairs and I never get given a receipt so don't want to complicate things unecessarily.

However I was wondering what to do re the tax man and recording the sales. Is it sufficient to just put the craft fair total in my accounts or would it bew best to have individual entries? What do you normally do?

Thanks for your help and advice.

Steve:):)

[mjbelkin]

A total for the day should be fine.

As a general rule, most people won't want receipts, but be prepared just in case someone does ask for one. We use a little duplicate book from Staples, but this more so we know what sold and what didn't.

And as for the tax man, he'll only want to see any of your paperwork if he decides to investigate your return, so just make sure your return doesn't get them curious ;)

[Katianne]

Hi Steve,

I have a note book and every time I make a sale I record the date, what I have sold and how much for. Hope this helps!

kate :)

[clareyfairy]

i did a fair a few weeks ago, and what i did was write down all the stock i was taking, and then as i sold it, i crossed it out, meaning that i knew how much money i should have at the end of the day (and what had been sold) and also i knew what i should have left to pack away at the end of the day too.

I also took a receipt book too if anybody wanted receipts

[craftdancer]

I've never been asked for a receipt, although most of my stuff is priced at less than a couple of pounds. However, I do carry round a few business cards and one of those small "duplicate" carbonised books in case anyone asks.

I try and note down what I sell as it goes, but with lots of small bits on my stall it's not always easy. This is more for my benefit in terms of stock level than anything, and when it comes to doing the accounts I just put a total sum in and mark it as "various - craft fair".

Linda

[JBJB]

I scribble down what I've sold AS I SELL IT - then when I've got a spare 10 minutes at home I enter it all into a (very simple) spreadsheet. This is purely for my records so that I can see what is popular, what's not selling etc. I also make a note of how much mileage and how much the booking was.

Hubby always says to me "how did you get on" and I never have any idea, so it's nice to be able to say "sold x watches, x pairs of earrings" etc, etc.

[Quirky-Cottage]

hi Steve,

Don't be nervous. I'm sure your first craft fair will be a greta lerning experience and i'm doing my best to make sure we get lots of customers.(advertising Everywhere)....

I've done about 20 craft fairs so far and have only ever been asked for a recepit, when i was making something to order and they paid up-front.

As for tax puposes, i have a little note book and tally up what i've made on the day.

See you Sunday:jump:

[Katianne]

In aniticipation, I do have an order form, should anyone want anything made to order. On this I record the customer and order details, plus how much of a deposit they have left or if the have paid in full. I haven't been in a situation to use this yet but if I did I would do a copy for me and one for the customer. Not sure if you do orders Steve but hope this helps if you do.

[JBJB]

Oh yes, I do have an order form as well (a lot of my stuff is made to order as it's personalised) and it looks like this (not sure if this is relevant, but may as well share with the group!)

Product :
Name required :
Colour :
Postal address:
Contact details:

It also has my email and web address on it. I use carbon paper, they keep the top copy with all my logo and stuff printed on it, and my copy just shows the relevant info that I need.

It also says on their copy "please allow up to 28 days delivery" just so I cover myself in case of illness, machines breaking down, etc, etc.

Don't be nervous about your first one. Make sure you've got a drink, I always get absolutely parched after I've set everything up. I also try not to talk to people until I've finished setting up (other Stow sellers take note!) otherwise I get so distracted that I'm not set up in time. Have plenty of change in your float - you invariably get given a 20 pound note on your first sale - and remember to SMILE! I have to keep telling myself that last one sometimes as I'm glaring at people's departing backs tee hee!

Good luck - you'll be fine
:)

[Katianne]

Don't be nervous about your first one. Make sure you've got a drink, :)

Yes Steve, always have your hip flask at the ready!!!! Heehee, only kidding!!!! Although if we make a few sales we might want to hit the pub!!! Hoorah!
:jump:

[swirlyarts]

What do you do if you are VAT registered - if I sell something normally I have to send out an invoice with it - does this count at craft fairs too??

[mjbelkin]

Get yourself a receipt book that has on it "VAT included at..." or something similar, then, before the fair write your VAT registration number and business name on a bundle of receipts. (Or get a stamp made up with everything on). That should cut down on time spent writing out receipts at the fair.

At the fair, so long as you offer a VAT receipt, I think you are covered, but at work we don't have any stall holders or market sellers, so I can't say for definate.

Thinking about it logically, if you go to the pub for lunch, you don't actually get a VAT receipt unless you specifically ask for one - well not at the one I go to - so this makes me think that the VAT receipt has to be available to the consumer, but not automatically given.

[swirlyarts]

Thank you!! I'll email the accountant at some stage and ask him!

[mjbelkin]

You could also go to HM Revenue and Customs (http://www.hmrc.gov.uk/home.htm) and ask them, but invariably the response you get will depend on who you speak to - you usually have to get beyond the drones who answer to get any sensible answers.

[kipper workshops]

Hello,

thanks everyone for your great information and suggestions.

I think I will get a little duplicate book so I have got it if anyone asks for a receipt. I will also log in my sales book each sale. I can then enter them all on one sale sheet in my accounting software. This way I can see which items are selling the best later on.

Hadn't thought of taking an order sheet. I do make to order (definately!) and my products lend themselves to personalisation, dofferent colours etc...
So will make up a little order sheet too.

Thanks everyone for your suggestions, brilliant as ever!

Looking forward to Sunday. Will have my flask at the ready!
Oh yep and I will remember to smile - I do have a tendency to frown - but I'm really nice and friendly, honest!!

Many thanks everyone.
Steve
:):)

[mjbelkin]

Good luck for Sunday, and don't forget to tell us how it goes :D

I find it helps to be friendly, but not too friendly, and chatty if the customer seems the chatty type :)

[colourart]

I give receipts out to buyers, I have a duplicate book and I staple my business card to it, this way they get my details in case they want to tell their friends or come back. A customer may keep a receipt but not necessarily a business card.

[kipper workshops]

Thanks for help everyone.

Got myself a duplicate receipt book today, will have to hand in case anyone wants one.

Getting pretty much sorted on stock now, just not sure which items to leave out!! Can't take them all!!

Will let you know how it goes.

Thanks everyone.
Steve:)

[Sommerwood]

Good luck Steve, let us know how you get on :)