Working with Counts on the web (Artist Account)

For Artist accounts, Counts is a feature of our Merch Mgmt packages. This article provides a complete overview including Count In, Count Out, Adjustments, and more.

Counts can be accessed on the web at atVenu.com or from our mobile app, Artist Manager. This article will walk you through Counts for an Artist account on the web, logged in to atVenu.com on a laptop or desktop. The web experience is also fully optimized for mobile so you can work with Counts from your mobile device by logging in to atVenu.com via your device's web browser.

Note: If you use multiple devices simultaneously while working with Counts, be sure to allow enough time for changes to sync, and remember to refresh the page to load any new changes that might have been made on the other device.

Also, please note:

• atVenu auto-saves your changes
• There is no Save button on the Counts page
• You must Count In/Out and Settle your shows in order to submit your music sales to SoundScan

Access the Counts Page:

• Click on Tours > Shows
• Locate the show and click anywhere on the show tile to access Counts

Once any show's Counts page has been accessed, the existing prices are saved to each item for that particular show. To change prices for individual items once you've accessed the Counts page see: How do I change prices for individual shows? (Tour Merch Mgmt)

Tip: Use the arrow keys on your keyboard to navigate through rows and columns.

Tax on Top:

At the top of the Counts page you have the ability to enable or disable Tax on Top, and update tax rates as needed. Changing this setting on the Counts page will override the show setting and default account setting. For more about Tax on Top, please see: Tax on Top feature overview

Please Note: If you disable Tax on Top, once you have already started selling through atVenu Register, your prices will change, and you will no longer be collecting tax. This will result in discrepancies at Settlement due to changing prices mid-show

• With Tax on Top enabled, your items will display Price and Price w/Tax

Count In:

All items saved to the tour or to the Trailer linked to the tour (Advanced Inventory+) will be available on the Counts page.

• Enter your Count In quantities into the In column (These are the quantities you are bringing in to the Venue)

• The Qty Avail column displays your total on hand/available inventory for each item/size and will update dynamically as you enter Count In quantities
• The Total In column will update with each Count In entry (Total In = Count In + Adds)
• The Item Gross column will calculate the Total Gross In $ amount as you enter Count In quantities

Note: Count In quantities are deducted from your Tour or Trailer inventory as they are now considered show stock.

Count In - Carry Over:

Utilize the Carry Over feature to automatically sync the Count Out quantities from a previous show to the current show's Count In. When working with Counts on web, you have the ability to select which show you would like to Carry Over from (Select from the 5 most recently Settled shows). In order to Carry Over from a specific show, that show must be Counted Out and Settled.

• From the utility bar at the bottom of the Counts page, click the Carry Over button

• Select a show to Carry Over from
• Click Carry Over and the Out quantities from the selected show will automatically populate the In column for the current show

Count In Completion:

At the bottom of the Counts page, you're presented with a summary of your Count In, broken down by Merch and Music. Once your Count In Gross is agreed upon, your Count In is complete. You can return at any time during the show to enter Adds or Comps. 

Adds:

• Enter Adds into the Adds column

• If more than 1 Add is required for a specific item/size, click on the cell again to open the Modify Adds panel
• Enter additional Adds, then click Done

• The Qty Avail and Total In columns will update as Adds are entered

Note: Adds entered on the Counts page are added to the Total In for the show, but are not added to Tour or Trailer inventory.

Comps: 

• Enter Comps into the Comp column

Note: Comps entered on the Counts page are removed from the Total In for the show, but do not impact Tour or Trailer inventory.

atVenu Register - Inventory Remaining: 

If you are using atVenu Register, you have access to real-time sales data as your show progresses. The column labelled Inv. Rmg (Inventory Remaining) calculates your current available show inventory, less Comps and units sold through atVenu Register.

• Count In + Adds - Comps - atVenu Register sales = Inventory Remaining

With atVenu Register, these quantities can be compared to your physical Count Out to help quickly identify discrepancies. You also have the ability to use the atVenu Register inventory remaining quantities as your Count Out by clicking the Use Inv. Rmg button.

You can also monitor remaining inventory from the Register Report on the Inventory page. For more information on the atVenu Register Report, please see: Understanding the atVenu Register Report (Artist Account).

Note: On the Settlement, since your physical Counts determine the Gross Sales, when there is a discrepancy between physical Counts, and what was processed through atVenu Register (or another point of sale), you will end up with an inaccurate cash balance after entering your Credit Card Payment Entry. The only way to adjust the Gross Sales total on your Settlement is to adjust your Counts. 

Crew Sales:

Crew Sales are pulled from your Tour or Trailer Inventory, not show stock. When you enter Crew Sales for the show, the associated dollar amounts will be represented as Cash on Hand in the Settlement and are not included in your Gross Sales.

• To enter a Crew Sale, click the More button under an item's image
• Then click Crew Sales from the menu

• Enter quantities and associated $ amounts
• Click Done

Note: The Total $ Amounts are not calculated for you. You must manually enter the total $ amount for each entry and update the $ amount if you add to it. Example: If you sell 2 Tour Tees at half price ($15 each), enter $30 and a quantity of 2. If you return to log a 3rd Crew Sale for the same item/size, you must update the quantity and the $ amount manually.

Trailer Comps:

Trailer Comps are Comps that are pulled from your Tour or Trailer Inventory, not show stock. 

• To enter a Trailer Comp, click the More button under an item's image
• Then click Trailer Comps from the menu

• Enter quantities and click Done

Crew Sales/Trailer Comps Log:

As Crew Sales or Trailer Comps are entered, you'll notice a green indicator on the Crew Sales/Trailer Comps button in the utility bar at the bottom of the screen. This indicates the total number of entries you have logged for the show. 

• Click the Crew Sales/Trailer Comps button to open the log

• Each entry on the log includes date, time stamp, type, size, quantity, and associated cost 
• Delete an entry by clicking the Trashcan button on the right
• Click Done to exit

Register Management: 

From the Counts page, use the Register Management feature to hide sold out items or select sizes from atVenu Register.

• From the utility bar at the bottom of your screen, click the Register Mgmt. button

Register Management will default items to Show on Register, meaning they will appear on atVenu Register by default, even without being Counted In.

Note: Items do not need to be Counted In in order to be available for sale in atVenu Register.

• Hide or show entire items using the Show on Register (Yes/No) buttons
• Click into the All Sizes header row to hide or show all sizes for an item
• Hide or show items by size using the clickable grid
• Click Done when finished to save your changes

Adjustments:

You can make adjustments to any item, for a specific show from the Counts page. Changes made to items from the Counts page apply only to that specific show, and do not impact Settled or future shows, or prices saved to items under Tour Inventory or Merch. 

Change Price: 

• Click the More button under an item's image
• Click Change Price from the menu

• Enter the new price(s) and click Done

Note: Items must have a price greater than $0 to load in atVenu Register. If your items are not loading in atVenu Register and you see $0 prices on the Counts page, you will need to edit the prices for the items as per the instructions above on the Counts page for the show. Please also see: Why aren’t prices showing up on the Counts page? (Tour Merch Mgmt).

Tax Override:

Change the Tax Rate being applied to a specific item for the show. Taxes are calculated on the Settlement page.

• Click the More button under an item's image
• Click Tax Override from the menu

Note: For Canadian shows you have the ability to override both GST/HST and PST

• Enter the new Tax Rate in the panel on the right side of the page
• Click Done

• Now, under the item's image, you'll see a gold star which indicates a Tax Rate change has been applied to the item

Venue Cut Adjustment:

Change the Venue Cut being applied to a specific item for the show. Venue Cuts are calculated on the Settlement page, and Venue Cut Adjustments are listed on the Settlement as well.

• Click the More button under an item's image
• Click Venue Cut Adjustment from the menu

• Enter the new Venue Cut in the panel on the right side of the page
• Click Done

• Now, under the item's image, you'll see a gold star which indicates a Venue Cut Adjustment has been applied to the item

Count Out or Use Inventory Remaining:

• Manually enter your Count Out quantities into the Out column

Remember, if you are using atVenu Register, the Inv. Rmg quantities can be compared to your physical Count Out to help quickly identify discrepancies. As long as what you keyed into atVenu Register was accurate, and your physical counts are accurate, the quantities in the Inv. Rmg column should match your Count Out quantities.

• Or, click the Use Inv. Rmg button from the utility bar at the bottom of the screen to use the atVenu Register inventory remaining quantities as your Count Out. The Inv. Rmg quantities will be automatically copied into the Count Out column

• The Sold column will update with each Count Out entry calculating the total units sold by item/size based on the quantities entered
• The Gross column will calculate the Total Sold Gross $ amount by item/size as you enter Count Out quantities

• At the bottom of the page you'll be provided with Total Gross Sales and Total Units Sold for the show

Count Out Completion:

Once Count Out is complete, it's time to Settle the show. Access the Settlement page by clicking the Settlement button, located in the navigation at the top of the page. This takes you to the Settlement page, it does not complete the show. You can return to the Counts page at anytime prior to completing the Settlement to make adjustments. 

Note: All items Counted In must have a Count Out quantity entered (even if it’s 0(zero)) to proceed to the Settlement page.

Also see: 

• Settling a show on the web (Artist Account)
• Working with Counts on mobile (Artist Account)
• How do I unlock a Settlement (Artist Account)