Craft fair closeout: check stock, sales and payments

You do not need to solve every discrepancy while you are packing the car. You do need a clear record of what you counted and what still needs checking.

1. Finish the sales record

Bring together your paper tally, payment notes and other records for the same event. Keep each entry tied to a product. If the same product sold at two prices, record those prices separately. Check that a split payment has not caused the same item to be counted twice.

Keep refunds and physical returns distinct: a refund is money paid back; a return is an item received. A customer can receive a partial refund without giving an item back.

2. Count the stock you can sell again

Count the remaining saleable items by product or variant, away from damaged stock. Keep the count as an actual observation. Compare it with your records afterward.

For an unsellable customer return, include the item in both returned units and damaged units. Otherwise you would count it as available to sell again. Do not also add it as new stock.

3. Check each payment method

Compare cash separately from card and other payments. Cash includes the opening float and any non-sale money added or taken out. Card settlement may arrive later or have fees already withheld. Those are different reasons for a mismatch.

Use the same event, currency and consistent treatment of pass-through taxes for every comparison. Keep tax records separately; this routine does not calculate taxes.

4. Leave a short follow-up note

A useful note names the difference, the source to check and the next action. For example: “Stock is one item below the record; recount the back-up box” or “Card settlement is pending; check the processor record after it arrives.”

• Record the actual count or amount without forcing it to agree.
• Check missing entries, returns, damage and timing first.
• Save the event copy and retain your supporting records.

A zero difference is a check, not proof that every entry is complete or that the event was profitable.