Count-in
A count-in records the inventory at a booth at the start of an event, before any sales happen.Running a count-in
At the beginning of the event, the merch staff opens the POS app and selects their event and booth.
For every merch item at the booth, enter the physical quantity per size. The POS displays the expected quantities based on what the system thinks should be there.
Undo count-in
Made a mistake? Count-in can be undone if needed, allowing staff to recount and resubmit before sales begin.Count-out
A count-out records the inventory at a booth at the end of an event, after all sales are complete.Running a count-out
The process is identical to count-in — staff counts every item and size at the booth and submits the totals.Reconciliation
Once both count-in and count-out are complete, Fanhaven can calculate:| Metric | Formula |
|---|---|
| Expected sold | Count-in total - Count-out total |
| Actual sold | Total units sold through POS transactions |
| Variance | Expected sold - Actual sold |
Understanding variance
| Variance | Possible cause |
|---|---|
| Zero | Everything matches — inventory is accurate |
| Positive (more missing than sold) | Theft, miscounts, comps not logged, damaged goods |
| Negative (less missing than sold) | Count-in was too low, items added mid-event without recording |
Dashboard view
From the dashboard, navigate to Inventory → Counts to see:- Count status per event — Which events have completed count-in / count-out
- Variance reports — Discrepancies between expected and actual
- Historical counts — Past event count data for trend analysis
Best practices
- Count before you sell, count after you stop — This is the golden rule
- Count in teams — Have one person count and another verify for accuracy
- Don’t rush — A sloppy count defeats the purpose
- Investigate variances — Don’t dismiss discrepancies; they often reveal process issues
- Use count data in reports — The Inventory Holdings Report uses count data for accurate snapshots