Keeping track of bike/part sales...
For those of you that do it, how do you do it? What information do you or don't you record?
We have a daily facilitator sheet that tracks all kinds of stuff. This document has been revised 3 or 4 times in the past year and is due for another revision.
See attached.
Rich Community Cycles Boulder
Jonathan Morrison wrote:
For those of you that do it, how do you do it? What information do you or don't you record?
-- Sincerely,
Jonathan Morrison Executive Director Salt Lake City Bicycle Collective 2312 S. West Temple Salt Lake City, UT 84115 w: 801-328-2453 c: 801-688-0183 f: 801-466-3856 www.slcbikecollective.org http://www.slcbikecollective.org
Get Addicted to Crank! http://www.slcbikecollective.org/crank/
Thethinktank mailing list Thethinktank@bikecollectives.org http://lists.bikecollectives.org/listinfo.cgi/thethinktank-bikecollectives.o...
We keep our records as slim as possible, because we are lazy. We keep a ledger in which all finished bike sales are entered. it consists of:
*Description of the bike* - for our own reference. *How much it went for* - we use this to figure out how much of our income comes from donations and how much from bike sales. (whatever is not a sale, was a donation) *Serial number *- In case we need to prove that we do not sell stolen bikes.
A recent addition: If one our volunteers built up the bike, it has a For Sale tag, which we keep after the transaction, almost like a receipt. it also contains: details on what condition the bike was in, who built it, who safety checked it. at the end of the day all of the days 'receipts' go into an envelope, so using the ledger as reference, it should be possible to dig up the receipt with all the specifics.
Anibal, Bikepirate
On Feb 15, 2008 2:13 PM, Rich Points rich@richpoints.com wrote:
We have a daily facilitator sheet that tracks all kinds of stuff. This document has been revised 3 or 4 times in the past year and is due for another revision.
See attached.
Rich Community Cycles Boulder
Jonathan Morrison wrote:
For those of you that do it, how do you do it? What information do you or don't you record?
-- Sincerely,
Jonathan Morrison Executive Director Salt Lake City Bicycle Collective 2312 S. West Temple Salt Lake City, UT 84115 w: 801-328-2453 c: 801-688-0183 f: 801-466-3856 www.slcbikecollective.org
Get Addicted to Crank! http://www.slcbikecollective.org/crank/
Thethinktank mailing listThethinktank@bikecollectives.orghttp://lists.bikecollectives.org/listinfo.cgi/thethinktank-bikecollectives.o...
-- Rich Points Community Cycles Directorhttp://CommunityCycles.orgRich@CommunityCycles.org 720-565-6019
Thethinktank mailing list Thethinktank@bikecollectives.org
http://lists.bikecollectives.org/listinfo.cgi/thethinktank-bikecollectives.o...
Bikes: where/who the bike came from how much it sold for when it sold who bought it (and if they want to join our mailing list) how much - if any - we spent on new parts for it
- when a bike comes in, we record style, make, model, color, date of
arrival, size, wheel size, donor, and serial number
Parts: what it is who bought it how much it sold for whether its a new part (that we bought) or a used part
we would like to start keeping track of who worked on the bikes - which youth mechanics, which volunteers. this could be factored into shop 'purchases' by youth and volutneers, and will also serve to make bike buyers feel more connected tot eh youth and community members in the shop and to our mission.
On Fri, Feb 15, 2008 at 2:06 PM, Jonathan Morrison jonathan@slcbikecollective.org wrote:
For those of you that do it, how do you do it? What information do you or don't you record?
-- Sincerely,
Jonathan Morrison Executive Director Salt Lake City Bicycle Collective 2312 S. West Temple Salt Lake City, UT 84115 w: 801-328-2453 c: 801-688-0183 f: 801-466-3856 www.slcbikecollective.org
Get Addicted to Crank! http://www.slcbikecollective.org/crank/ _______________________________________________ Thethinktank mailing list Thethinktank@bikecollectives.org
http://lists.bikecollectives.org/listinfo.cgi/thethinktank-bikecollectives.o...
Currently we track:
People served: 7 Volunteer hours: 5 Volunteer hours redeemed: 0 (our volunteers can redeem their hours to use our shop for their own DIY projects) Bikes sold: 3 Bikes recycled: 0 (readied for sale, scrapped, or sold as-is) Bikes sales income: $ Part sales income: $ DIY income: $ (the public can pay $5/hr to use our shop)
Chris --- Jonathan Morrison jonathan@slcbikecollective.org wrote:
For those of you that do it, how do you do it? What information do you or don't you record?
-- Sincerely,
Jonathan Morrison Executive Director Salt Lake City Bicycle Collective 2312 S. West Temple Salt Lake City, UT 84115 w: 801-328-2453 c: 801-688-0183 f: 801-466-3856 www.slcbikecollective.org
Get Addicted to Crank! http://www.slcbikecollective.org/crank/
Chris Wells (Head Mechanic & Email Handler)
re-Cycles Bicycle Co-op 112 Nelson St. Ottawa
Open 6pm-9pm Tuesdays & Thursdays
info@re-cycles.ca http://www.re-cycles.ca/
Oops, I forgot the "how".
The $ amounts are tracked in a ledger book kept at the shop. The rest of the info is part of a shop report emailed to a mailing list by the Head Mechanic for each shift. One member on the mailing list collects and records the stats for use at the end of the year.
We also have bike overhaul sheets which include a check list for all tasks which are each initialed by the volunteer that completes them. The sheet also has a section for a head mechanic to fill in when bike has been completed, test ridden and checked over. The make, model, color and serial # are also recorded. When the bike is sold there is a detachable portion which duplicates the make, model, color, serial # and adds date, price, a small disclaimer and the buyers name & signature. We keep the detached portion for our records and the buyer gets the overhaul sheet (with any notes about specific components etc.) as their receipt.
Chris
--- "info@re-cycles.ca" info@re-cycles.ca wrote:
Currently we track:
People served: 7 Volunteer hours: 5 Volunteer hours redeemed: 0 (our volunteers can redeem their hours to use our shop for their own DIY projects) Bikes sold: 3 Bikes recycled: 0 (readied for sale, scrapped, or sold as-is) Bikes sales income: $ Part sales income: $ DIY income: $ (the public can pay $5/hr to use our shop)
Chris --- Jonathan Morrison jonathan@slcbikecollective.org wrote:
For those of you that do it, how do you do it? What information do you or don't you record?
-- Sincerely,
Jonathan Morrison Executive Director Salt Lake City Bicycle Collective 2312 S. West Temple Salt Lake City, UT 84115 w: 801-328-2453 c: 801-688-0183 f: 801-466-3856 www.slcbikecollective.org
Get Addicted to Crank! http://www.slcbikecollective.org/crank/
Chris Wells (Head Mechanic & Email Handler)
re-Cycles Bicycle Co-op 112 Nelson St. Ottawa
Open 6pm-9pm Tuesdays & Thursdays
info@re-cycles.ca http://www.re-cycles.ca/
This is really interesting. We are just beginning to develop these systems here in Calgary in anticipation to our summer opening. While I feel I have a good sense of what items various shops are including, I am wondering more about how most shops are keeping track of this. Are hand-written ledgers the norm here or are there shops that record their information electronically, or both? We are toying with the idea of creating an electronic database. Any insight here is greatly appreciated. Lance Ayer Campus Bike Initiative Calgary, Alberta
On Feb 15, 2008 2:27 PM, info@re-cycles.ca info@re-cycles.ca wrote:
Oops, I forgot the "how".
The $ amounts are tracked in a ledger book kept at the shop. The rest of the info is part of a shop report emailed to a mailing list by the Head Mechanic for each shift. One member on the mailing list collects and records the stats for use at the end of the year.
We also have bike overhaul sheets which include a check list for all tasks which are each initialed by the volunteer that completes them. The sheet also has a section for a head mechanic to fill in when bike has been completed, test ridden and checked over. The make, model, color and serial # are also recorded. When the bike is sold there is a detachable portion which duplicates the make, model, color, serial # and adds date, price, a small disclaimer and the buyers name & signature. We keep the detached portion for our records and the buyer gets the overhaul sheet (with any notes about specific components etc.) as their receipt.
Chris
--- "info@re-cycles.ca" info@re-cycles.ca wrote:
Currently we track:
People served: 7 Volunteer hours: 5 Volunteer hours redeemed: 0 (our volunteers can redeem their hours to use our shop for their own DIY projects) Bikes sold: 3 Bikes recycled: 0 (readied for sale, scrapped, or sold as-is) Bikes sales income: $ Part sales income: $ DIY income: $ (the public can pay $5/hr to use our shop)
Chris --- Jonathan Morrison jonathan@slcbikecollective.org wrote:
For those of you that do it, how do you do it? What information do you or don't you record?
-- Sincerely,
Jonathan Morrison Executive Director Salt Lake City Bicycle Collective 2312 S. West Temple Salt Lake City, UT 84115 w: 801-328-2453 c: 801-688-0183 f: 801-466-3856 www.slcbikecollective.org
Get Addicted to Crank! http://www.slcbikecollective.org/crank/
Chris Wells (Head Mechanic & Email Handler)
re-Cycles Bicycle Co-op 112 Nelson St. Ottawa
Open 6pm-9pm Tuesdays & Thursdays
info@re-cycles.ca http://www.re-cycles.ca/ _______________________________________________ Thethinktank mailing list Thethinktank@bikecollectives.org
http://lists.bikecollectives.org/listinfo.cgi/thethinktank-bikecollectives.o...
Here at The Bike Cave, a campus based community bike shop, we do both
- written ledger and electronic. The electronic is also backed up
just in case. Its easy to take an inventory of new donated bikes with
the pen and pad then transfer it to our old crummy laptop during
downtime. We have a part for part system, so we do not record parts
unless they are of high value, in which we inventory them then
suggest a donation for each part.
Taylor thebikecave www.thebikecave.org
On Feb 17, 2008, at 6:27 PM, Lance Ayer wrote:
This is really interesting. We are just beginning to develop these
systems here in Calgary in anticipation to our summer opening.
While I feel I have a good sense of what items various shops are
including, I am wondering more about how most shops are keeping
track of this. Are hand-written ledgers the norm here or are there
shops that record their information electronically, or both? We are
toying with the idea of creating an electronic database. Any
insight here is greatly appreciated.Lance Ayer Campus Bike Initiative Calgary, Alberta
On Feb 15, 2008 2:27 PM, info@re-cycles.ca info@re-cycles.ca wrote: Oops, I forgot the "how".
The $ amounts are tracked in a ledger book kept at the shop. The rest of the info is part of a shop report emailed to a mailing list by the Head Mechanic for each shift. One member on the mailing list collects and records the stats for use at the end of the year.
We also have bike overhaul sheets which include a check list for all tasks which are each initialed by the volunteer that completes them. The sheet also has a section for a head mechanic to fill in when bike has been completed, test ridden and checked over. The make, model, color and serial # are also recorded. When the bike is sold there is a detachable portion which duplicates the make, model, color, serial # and adds date, price, a small disclaimer and the buyers name & signature. We keep the detached portion for our records and the buyer gets the overhaul sheet (with any notes about specific components
etc.) as their receipt.Chris
--- "info@re-cycles.ca" info@re-cycles.ca wrote:
Currently we track:
People served: 7 Volunteer hours: 5 Volunteer hours redeemed: 0 (our volunteers can redeem their
hours to
use our shop for their own DIY projects) Bikes sold: 3 Bikes recycled: 0 (readied for sale, scrapped, or sold as-is) Bikes sales income: $ Part sales income: $ DIY income: $ (the public can pay $5/hr to use our shop)
Chris --- Jonathan Morrison jonathan@slcbikecollective.org wrote:
For those of you that do it, how do you do it? What
information do
you or don't you record?
-- Sincerely,
Jonathan Morrison Executive Director Salt Lake City Bicycle Collective 2312 S. West Temple Salt Lake City, UT 84115 w: 801-328-2453 c: 801-688-0183 f: 801-466-3856 www.slcbikecollective.org
Get Addicted to Crank! http://www.slcbikecollective.org/crank/
Chris Wells (Head Mechanic & Email Handler)
re-Cycles Bicycle Co-op 112 Nelson St. Ottawa
Open 6pm-9pm Tuesdays & Thursdays
info@re-cycles.ca http://www.re-cycles.ca/ _______________________________________________ Thethinktank mailing list Thethinktank@bikecollectives.org http://lists.bikecollectives.org/listinfo.cgi/thethinktank- bikecollectives.org
Thethinktank mailing list Thethinktank@bikecollectives.org http://lists.bikecollectives.org/listinfo.cgi/thethinktank- bikecollectives.org
We do not yet have a computer in our shop, though we plan on one when
we move. And once we install it I guess each person could just add
to this database at the end of their shift. But we'd still want a
report to our list, because along with the numbers we also just like
to know how things went (any cool bikes come in, any hassles from
anyone, etc.).
I think a computer in the shop would be great for not only adding
directly to the database, but also being able to access websites like
Sheldon's. Though I think the biggest challenge would be keeping the
keyboard grease-free! Yes there are covers, but I wonder how often
they'd need to be replaced...
And further to what Chris described, we began tracking our stats
because we had a grant in our early days and knew the donors would
want to see some numbers in the final report. Once that was over
with we just kept on recording, and the stats are now indispensable
for us. We are able to observe trends, and not just stumble from
year to year wondering "are more people using our shop or what?", etc.
For instance, we saw in 2007 that all our numbers were up except for
volunteer time, which shows us that with roughly the same amount of
time put in as 2006 we still did better on all fronts (income, bike
processed, # of shop users, etc.). There was a general feeling that
we had more volunteers in 2007, but the stats did not show this. So
at least it means we've somehow become a bit more efficient at what
we do (not that we set out to do so, but perhaps it's just part of
our growth and experience).
So based on this I would highly recommend keeping track of whatever
numbers (besides dollars) that you think you may need.
Mark Rehder - Director http://re-cycles.ca
On 17-Feb-08, at 7:27 PM, Lance Ayer wrote:
This is really interesting. We are just beginning to develop these
systems here in Calgary in anticipation to our summer opening.
While I feel I have a good sense of what items various shops are
including, I am wondering more about how most shops are keeping
track of this. Are hand-written ledgers the norm here or are there
shops that record their information electronically, or both? We are
toying with the idea of creating an electronic database. Any
insight here is greatly appreciated.Lance Ayer Campus Bike Initiative Calgary, Alberta
On Feb 15, 2008 2:27 PM, info@re-cycles.ca info@re-cycles.ca wrote: Oops, I forgot the "how".
The $ amounts are tracked in a ledger book kept at the shop. The rest of the info is part of a shop report emailed to a mailing list by the Head Mechanic for each shift. One member on the mailing list collects and records the stats for use at the end of the year.
We also have bike overhaul sheets which include a check list for all tasks which are each initialed by the volunteer that completes them. The sheet also has a section for a head mechanic to fill in when bike has been completed, test ridden and checked over. The make, model, color and serial # are also recorded. When the bike is sold there is a detachable portion which duplicates the make, model, color, serial # and adds date, price, a small disclaimer and the buyers name & signature. We keep the detached portion for our records and the buyer gets the overhaul sheet (with any notes about specific components
etc.) as their receipt.Chris
--- "info@re-cycles.ca" info@re-cycles.ca wrote:
Currently we track:
People served: 7 Volunteer hours: 5 Volunteer hours redeemed: 0 (our volunteers can redeem their
hours to
use our shop for their own DIY projects) Bikes sold: 3 Bikes recycled: 0 (readied for sale, scrapped, or sold as-is) Bikes sales income: $ Part sales income: $ DIY income: $ (the public can pay $5/hr to use our shop)
Chris --- Jonathan Morrison jonathan@slcbikecollective.org wrote:
For those of you that do it, how do you do it? What
information do
you or don't you record?
-- Sincerely,
Jonathan Morrison Executive Director Salt Lake City Bicycle Collective 2312 S. West Temple Salt Lake City, UT 84115 w: 801-328-2453 c: 801-688-0183 f: 801-466-3856 www.slcbikecollective.org
Get Addicted to Crank! http://www.slcbikecollective.org/crank/
Chris Wells (Head Mechanic & Email Handler)
re-Cycles Bicycle Co-op 112 Nelson St. Ottawa
Open 6pm-9pm Tuesdays & Thursdays
info@re-cycles.ca http://www.re-cycles.ca/ _______________________________________________ Thethinktank mailing list Thethinktank@bikecollectives.org http://lists.bikecollectives.org/listinfo.cgi/thethinktank- bikecollectives.org
Thethinktank mailing list Thethinktank@bikecollectives.org http://lists.bikecollectives.org/listinfo.cgi/thethinktank- bikecollectives.org
participants (8)
-
Anibal Davila -
Colin Dixon, Phoenix Bikes -
info＠re-cycles.ca -
Jonathan Morrison -
Lance Ayer -
Mark Rehder -
Rich Points -
Taylor Powell