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Vending Machine Business Forms, Standard Letters, Templates and Other Paperwork
October 9, 2011 | 
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When you start a vending machine business you will find that there is a considerable amount of paperwork involved. You will need to establish some vending machine business forms and standard letter templates that can be changed to suit each situation as it arises. Let’s take a closer look at some of the forms, letters and other paperwork that you will need in the vending machine business.
Vending Machine Business Forms
Vendors use a variety of business forms. It is convenient if you have standard business forms that you constantly improve all the time as your operation evolves. Instead of having to make a new form up from scratch for every situation you can just pull up a standard form on your computer and adjust it as necessary.
Firstly, you will need a form to help you deal with the large numbers of prospects that you will be coming into contact with every week. A basic ‘contact form’ will allow you to keep a record of every prospect that you talked to and the outcome of your conversation. Also take note of the ‘decision maker’ at each location, their contact details and the date that you spoke with them.
If things go well and you visit the site for further discussion you can then complete a ‘location evaluation form’. On this form you need to note down all of the key information about a location that could affect machine performance such as working hours and employee numbers. You will need to record information on the machines that they presently have in place as well as any specific requirements set out by the ‘decision maker’.
Once you have machines in place a record needs to be kept on every machine so that you can keep track of sales volume and inventory levels. Every vending machine that you are operating should have a file with a fact sheet outlining basic details on the machine, the client and the specific location.
Every time you visit that machine you should complete a form to let you know how much inventory was there when you arrived, how much you added and how much cash was collected from the machine.
You also need to keep a detailed maintenance history on each machine and it is convenient to have a form for this purpose.
Optimizing sales and profits at each location is all about testing and tracking. You need to stick with core products that are selling and eliminate those that aren’t popular. Variety is important and it is also important to rotate in new products occasionally to see if they work out. You should have a constantly evolving plan for the volumes and combinations of inventory that should be displayed in the ‘columns’ or ‘spirals’ of your machines. Many operators set out planograms or charts for each machine that they can quickly refer to when they are out on the road stocking machines.
If you have machines in non-public locations you may attach a number a refund forms to a pouch on the side of each machine. This is an extra service that you can offer to customers who didn’t get what they paid for and want to be reimbursed at a letter date.
Vending Machine Business Standard Letters
Over time your vending machine business should develop a set of standard letters. These can be used for a variety of situations that you commonly encounter in the day to day running of your business. Standard letters are great and save you the hassle of having to write an original letter for every situation.
Simply pull out a standard letter template on your computer that already has your business branding on it and some commonly used paragraphs. Then make the necessary changes to the text that every unique situation will require and you are away laughing.
Standard letters are a great way of managing your relationship with your clients and you can have letters ready to welcome clients, thank them for their business and to answer common complaints or requests.
Other letters can be used to enhance your vending business marketing by requesting a testimonials or asking for referrals.
Surveys
To show your customers that you care and to get some feedback from them you should survey them once or twice a year. Try to find out if they are satisfied with your services and if they have encountered any problems. Try to find ways that you can serve them better and to increase your profits.
Put together a one page survey form that you can easily print out or photocopy when you need it.
Flyers
Sometimes the marketing activities of a vendor require for flyers and other promotional materials to be printed.
When you place a new machine it doesn’t hurt to pass around a flyer to employees introducing your company to them. Encourage them to use the machines, to report problems to you and to let you know if they have any specific product requests.
Your promotional efforts may also involve printing special offers and discount notices that you can attach to your machines to encourage customers to focus on specific products.
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Standard Basketball Gambling Advice
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Resouces:
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2011 Standard Mileage Rates
2011 Standard Mileage rates used to calculate the deductible cost of operating an automobile for business, charitable, medical or moving purposes has been announced by the IRS.
Beginning on Jan. 1, 2011, the standard mileage rates for the use of a car (also vans, pickups or panel trucks) will be:
51 cents per mile for business miles driven
19 cents per mile driven for medical or moving purposes
14 cents per mile driven in service of charitable organizations
The standard mileage rate for business is based on an annual study of the fixed and variable costs of operating an automobile. The rate for medical and moving purposes is based on the variable costs as determined by the same study. Independent contractor Runzheimer International conducted the study.
A taxpayer may not use the business standard mileage rate for a vehicle after using any depreciation method under the Modified Accelerated Cost Recovery System (MACRS) or after claiming a Section 179 deduction for that vehicle. In addition, the business standard mileage rate cannot be used for any vehicle used for hire or for more than four vehicles used simultaneously.
Taxpayers always have the option of calculating the actual costs of using their vehicle rather than using the standard mileage rates.
Here are a few things the IRS wants you to know about record keeping:
Keeping well-organized records also ensures you can answer questions if you return is selected for examination or prepare a response if you receive an IRS notice. In most cases, the IRS does not require you to keep records in any special manner. Generally speaking, you should keep any and all documents that may have an impact on you federal tax return.
Individual taxpayers should usually keep the following records supporting items on their tax returns for at least three years:
Bills
Credit card and other receipts
Invoices
Mileage logs
Cancelled, imaged or substitute checks or any other proof of payment
Any other records to support deductions or credits you claim on your return
You should normally keep records to property until at least three years after you sell or otherwise dispose of the property. Examples include:
A home purchase or improvement
Stocks and other investments
Individual Retirement Arrangement transactions
Rental property records
If you are a small business owner, you must keep all your employment tax records for at least four years after the tax becomes due or is paid, whichever is later. Examples of important documents business owners should keep include:
Gross receipts: Cash register tapes, bank deposit slips, receipt books, invoices, credit card charge slips and Forms 1099-MISC
Proof of purchases: Cancelled checks, cash register tape receipts, credit card sales slips and invoices
Expense documents: Cancelled checks, cash register taxpes, account statements, credit card sales slips, invoices and petty cash slips for small cash payments
Documents to verify your assets: Purchase and sales invoices, real estate closing statements and cancelled checks