Count-in and Count-out are the inventory processes that bookend every event. They ensure your digital inventory matches physical reality and enable accurate per-show reporting.
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
Always complete the count-in before processing any sales. Skipping the count-in makes end-of-night reconciliation unreliable.
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:
Understanding variance
A small variance is normal, but consistent or large variances should be investigated. Look at comp logs, check for unrecorded inventory additions, and review cash drawer totals.
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
