Operations

Merch

Merch runs the merchandise operation: a product catalog, a settlement for each show (count sheet, venue fee, net to the artist), stock on hand by size, and sales reports. In the left menu, under Operations, choose Merch. The page has four tabs: Products, Settlements, Inventory and Reports, with totals for active products, units sold, gross sales and net to artist across the tour.

It is in TourOps, FestivalOps and ActionOps (not VenueOps, PromoterOps or CoralOps). Owners, Company Admins, Managers, Finance, Legal and Ops can edit; Coordinators can read; View only seats do not see it. Crew who sell merch count stock from GigOps Crew.

How do I add a product?

1. Open Merch and choose Add product.
2. Type the Name (required), for example "Tour tee".
3. Pick a Category: Apparel, Accessory or Bundle (soft goods), or Music, Print or Other (hard goods).
4. Optionally add a SKU, the Price and the Unit cost.
5. List the Sizes, comma-separated (S, M, L, XL). Leave it blank for a one-size item.
6. Optionally set Low-stock alert at, the Status (Active or Inactive) and Notes.
7. Choose Add product.

How do I edit or remove a product?

On the Products tab, choose Edit on the product, change what you need, and choose Save. Set Status to Inactive to keep it in the catalog but out of new count sheets. Remove deletes it from the catalog; past settlements keep their own copy of the product's name, price and cost, so they stay accurate.

What are soft goods and hard goods?

Venues usually take a different percentage of merch sales for soft goods (clothing and accessories) and hard goods (music, prints and the like). GigOps decides which a product is from its Category: Apparel, Accessory and Bundle are soft; Music, Print and Other are hard. The category list in Add product shows which is which. The settlement applies the Soft goods % and Hard goods % to each group.

How do I settle merch for a show?

1. Open the Settlements tab. Every show is listed with its status (Not started, Draft or Settled).
2. Choose Start (or Open) on the show.
3. Enter the Seller and Currency.
4. Under Venue deal, fill in the Soft goods %, Hard goods %, any Flat fee, the Sales tax % and any Seller commission % or Seller commission flat.
5. Fill in the Count sheet for every product and size.
6. Choose Save to keep a draft, or Save & settle to finalise it.

The totals box updates as you type, ending with Net to artist.

How do I fill in the count sheet?

The count sheet has a row for every active product and size, with Open, +Add, Comp and Close columns. Enter the stock you started with, anything added during the night, anything given away, and what was left at the end. GigOps works out Sold (open plus added, minus comps and closing) and the Gross for each row. Choose Pull opening from stock to fill the Open column from your inventory.

How is net to artist calculated?

Prices are treated as including sales tax. GigOps takes the gross sales, backs out the Sales tax %, then subtracts the venue fee (the soft and hard goods percentages on sales before tax, plus any flat fee) and the seller commission (its percentage on sales before tax, plus any flat amount). What is left is Net to artist. The totals box also shows Cost of goods (units sold times unit cost) and Gross profit.

How do I check the cash and card takings?

In the settlement, under Reconciliation (optional), enter the Cash sales and Card sales. The Cash + card vs gross line shows the total and the difference from the count sheet's gross, and turns amber when they are a dollar or more apart. This does not change the net; it helps you spot a miscount.

How do I connect Square?

If your merch table takes payments with Square, a Company Admin can connect the company's own Square account so each show's sales can be pulled into its settlement. Open Merch and choose Connect Square, then sign in to Square and allow access. GigOps asks only to read your business name, items, orders and payments: it never takes a payment, holds money or changes anything in Square.

Once connected, the button reads Square connected. Choose it to pick which Square Locations to read (up to ten; all active ones to start with) and Save locations, to Reconnect, or to Disconnect. If Square stops accepting the connection (it was removed in Square, for example), the button reads Reconnect Square. The Connect Square button only appears when Square is set up for GigOps; without it, Merch works exactly as before.

How do I pull a show's sales from Square?

1. Open the show's settlement from the Settlements tab (a draft; a settled one has to be re-opened first).
2. Fill in the Open column, or choose Pull opening from stock.
3. Choose Pull sales from Square. GigOps reads the completed sales from 6am on the show's date to 6am the next morning, on the clock where the show is. To change the window, edit the start and end and choose Refresh (up to 72 hours).
4. Check the summary: orders, units matched, cash, card, tips, refunds, and any items that are not in your catalog.
5. Choose Apply to sheet. Each row's Close becomes open plus added, minus comps and what Square sold; items rung up at zero (a 100% discount) count as Comp; and Cash sales and Card sales are filled.
6. Review the sheet and choose Save. Nothing is saved until you do.

A Square item matches a product by its SKU, or else by name, and its variation (such as "M") matches the product's size. Items that match nothing are listed and left off the sheet, but stay in the cash and card totals. Tips are not counted as sales. Returns come off the units sold and refunds off the cash or card total they went back to. Gift card and other payments are reported, since the sheet has no field for them.

What happens when I settle a show?

Save & settle saves the settlement and marks it Settled. If Write closing to inventory on settle is ticked (it is by default), each product's closing count becomes its stock on hand. A settled settlement can no longer be changed from GigOps Crew. To make changes, open it and choose Re-open, which puts it back to Draft.

How do I add merch income to the budget?

Open a settled settlement and choose Add net to budget. GigOps adds the net merch revenue to the budget as income. The settlement then shows Added to budget (and "in budget" on the Settlements tab), and the button does not appear again, so it is never added twice.

How do I delete a merch settlement?

Open the settlement from the Settlements tab and choose Delete, then confirm. The settlement and all its counts are removed, which cannot be undone. The show stays in the list as Not started.

How do I adjust stock on hand?

1. Open the Inventory tab. Each active product shows its stock by size and total.
2. Choose Adjust on the product.
3. Enter the quantity on hand for each size, and optionally the Low-stock alert at number.
4. Choose Save stock.

Sizes at or below the low-stock number are highlighted in amber. Settling a show with Write closing to inventory on settle also updates stock.

What do merch reports show?

The Reports tab rolls up every settlement on the tour: Gross sales, Venue fees, Net to artist, Units sold, Cost of goods, Gross profit, Shows settled and Sales tax. Below are Sales by category, Top sellers and a Per show table with each show's status, units, gross, venue fee and net. It is empty until you start at least one settlement.

How do merch sellers count stock in GigOps Crew?

Crew in the Merch department, or whose role title includes "merch" or "seller", get a Merch tab in GigOps Crew (on the iPhone, under More). It lists the shows they are assigned to. They open a show, fill in the count sheet (Open, Comp, Close) and the Cash and Card collected, and choose Save counts. The office sees the counts in the show's settlement. Once the office settles the show, the crew count sheet is read only.