Merch
What this is for
Tour tees, hoodies, pins. You sell them three ways — the on-site
boutique, the online store, and the odd direct deal — and the money
and the stock have a habit of drifting apart from the truth.
The Merch area is two tabs. The Catalog is the list of what you
sell: each SKU’s code, price, cost, and the inventory bin that holds
its stock. The Register records online and direct sales — and
every sale moves the linked stock, freezes the item’s cost at that
moment, and posts the revenue, so the event’s profit and loss sees it
immediately.
Look for Merch in the left-hand menu, under Modules. If it
isn’t there, it’s not in your plan yet — ask us to enable it. Stock
lives in inventory bins, which are managed in the Inventory module —
without that module you won’t have bins to link, so your SKUs sell
revenue-only. A SKU that is linked to a bin is stock-guarded either
way.
The catalog
Go to Merch, then the Catalog tab. Three tiles across the
top — Active SKUs, Stock on hand across the linked bins, and
Unlinked SKUs, which counts the items whose sales aren’t
stock-guarded yet.
Adding a SKU
Click Add SKU
Give it a SKU code and a Name
The code is what shows on the register — keep it short.Set the Price and the Cost
The price prefills the register when you sell it (you can still
override per sale). The cost is what each unit costs you — it’s
what the books record as cost of goods when one sells.Link a Stock item, or leave it Not tracked
Pick the inventory bin that holds this SKU’s stock. Once linked,
the catalog shows that bin’s on-hand count and the register refuses
to oversell it. Leave it Not tracked and sales record revenue
only — no stock movement, no cost.Leave Active on and save
One bin backs one SKU. Try to link a bin that already backs another
SKU and you’ll be refused — otherwise two SKUs would both be selling
the same pile of shirts.
There’s no delete: a SKU you no longer sell gets Deactivate from
its three-dot menu, which hides it from the register but keeps its
sales history intact.
The register
The Register tab lists every online and direct sale — when, what,
the total, and its status — with tiles for Revenue, Sales,
and Voided at the top.
Recording a sale
Click Record sale
Pick the Channel — Online or Direct
On-site is in the list but deliberately greyed out; see the
note below for why.Pick the Event, if one applies
A sale pointed at an event lands on that event’s Financials tab;
with no event it still posts, it just isn’t part of any weekend’s
P&L.Add the Lines
Pick an item and the price prefills from the catalog — type over
it for a one-off discount. Set the quantity; the line total and
the sale total add themselves up.Click Record sale
The toast confirms the total. Stock on the linked bins drops, the
cost of each item is snapshotted at that moment, and the revenue
and cost land in the ledger right away.
If you try to sell more than a linked bin holds, the register stops
you before anything is written and names the number: Only 3 of Tour
Tee on hand. Fix the quantity — or fix the stock count in Inventory
if the count is what’s wrong.
If the sale’s event is in a state where you collect
sales tax, the dialog shows the arithmetic
before you save — Subtotal, the named state’s tax, Total — and
the tax posts to its own liability account, not your revenue. The
register’s Revenue tile stays net of tax and says so in its note:
the tax was never your money.
On-site boutique money is counted where it’s actually collected: the
event’s Settlement sheet, in the cash boxes and card batches. The
merch counts on that sheet then fix your stock. If the register also
took on-site sales, the same dollars would be posted twice — once from
the card batch, once from the sale. So the channel is refused here on
purpose, and nothing can double-bill. See
Show-day settlement.
Voiding a sale
A mistake doesn’t get deleted — it gets reversed, so the history
stays straight.
Open the three-dot menu on the sale and choose Void sale…
Read the confirmation
Stock the sale moved comes back as a return, dated the day of the
original sale — so your stock history never shows units that
weren’t there. Every ledger row the sale posted is reversed with
today’s date.Click Void sale
The sale stays on the register as Voided, struck through, with
its money already backed out of the books.
Honest limits
- This isn’t an online storefront. There’s no checkout page and
no card processing — the register records sales you took somewhere
else (your web store, a phone order, a direct deal). - Tax needs a rate and an event. Sales tax is added only when the
sale points at an event whose state has an active rate — see
Sales tax. A sale with no event, or in a
state with no rate, records the price alone. - Selling wholesale to a studio? Bill it through
Invoices in Receivables instead — an
invoice line can carry merch revenue. - A sale of an unlinked SKU is revenue only. No stock moves and
no cost posts, and the catalog’s Unlinked SKUs tile keeps count
so you know which items are running on the honor system.
Where to go next
- Show-day settlement — where
on-site boutique money and merch counts live - Media — photo and video orders, which have
their own register - Inventory — the bins that hold the stock
- Money — how sales land on an event’s P&L