Other Helpful Topics #
This page covers the extra topics users often need after they understand the basic workflow.
If you are wondering how inventory works, how profit is calculated, how backups work, or what to do when something seems wrong, start here.
Contents #
How Products Work #
In CraftShowTracker, the main Products screen is your master inventory list.
This is where you keep the long-term record for the items you sell.
What belongs in the master product record #
- Product name
- SKU
- Unit cost
- Default selling price
- Quantity on hand
What does not belong there #
Show-specific planning does not belong in the master product record.
For example, if you are taking 12 candles to one show and only 4 to another, that belongs in the show allocation record, not the main product record.
Simple meaning of the inventory numbers #
- On hand: how many you physically have
- Allocated: how many are committed to shows
- Available: how many are still free to use elsewhere
The show product record is the box you are packing for a specific event.
When to use Replenishment #
Use replenishment only when new stock enters the business.
- You made more product
- You bought more inventory
- You restocked something from production
When not to use Replenishment #
Do not use replenishment for unsold items that came back from a show.
Those should be handled through the show closeout process.
How Profit and Loss Works #
The P&L area is designed to help you understand whether a completed show made money or lost money.
What the P&L screen looks at #
- Show-level costs such as entry fees, table fees, travel, meals, accommodations, parking, and other event costs
- Additional recorded expenses
- Sales revenue
- Product cost
- Sales log fees, if recorded
Where revenue comes from #
If sales logs exist for the show, the P&L uses sales logs as the primary revenue source.
If there are no sales logs, it falls back to product closeout revenue.
Why you may see a variance #
The app can compare product closeout revenue with sales log revenue.
If those numbers do not match, that usually means one of these happened:
- Some sales were logged but not fully closed out by product
- Some product closeout entries were made without matching sales log entries
- Actual end-of-day sale prices were different from planned show prices
If the numbers do not make sense, use that as a signal to check sales logs, expenses, and closeout entries.
Where to find it #
P&Lin the main navigation- Completed show card button
- Completed show related records
How Backups and Restore Work #
Export and import are meant to help you back up your data and move it between devices.
Export #
Use More > Export to save a full JSON snapshot of the app data to a file.
This is your backup.
Import #
Use More > Import to restore from one of those JSON backups.
Very important warning #
Import replaces current local data. It does not merge.
- If you import an older file, your current data will be replaced
- If you are not sure, export a fresh backup first
What import validation does #
Before the app purges current data, it checks that the file looks like a real CraftShowTracker export snapshot.
That means a bad or incomplete file should fail before your live data is erased.
Best practice for backups #
- Export regularly
- Keep dated files
- Store backups somewhere safe outside the device
- Export before major testing or cleanup work
How Packing Lists Work #
Packing lists are separate from tasks.
A task tells you what you need to do.
A packing list tells you what you need to bring.
Where to find them #
Go to More > Tools > Packing Lists.
What you can do there #
- Create as many packing lists as you want
- Add a title and description to each list
- Add line items with quantities
- Edit or delete list items
- Duplicate an existing list
- Generate a sample list and modify it
How packing lists connect to shows #
When a show is changed to ACCEPTED, the app can prompt you to pick an existing packing list or create a new one.
Common Problems and What They Usually Mean #
I cannot see Related Records on a show #
Related Records only appear when a show is already saved and the status is ACCEPTED or COMPLETED.
I cannot see the P&L screen for a show #
P&L is only meant for completed shows. Make sure the show status is COMPLETED and save the show first.
The products screen does not show what I expected #
Remember that the main products view is the master inventory list.
If you want to see products tied to one show, use the show filter or go through that show’s related products.
Import did not work #
The file must be a valid CraftShowTracker JSON export.
Random JSON files or incomplete files will fail validation.
My numbers in P&L do not match what I expected #
Check all of these:
- Were sales logs entered?
- Was product closeout completed?
- Were expenses entered?
- Were actual selling prices recorded during closeout if prices changed?
Unsold stock seems wrong after a show #
Make sure unsold stock was handled in product closeout, not replenishment.
A feature is missing on one screen #
Some features appear only after a show reaches the correct status.
For example, accepted and completed shows unlock more planning and review tools.
Frequently Asked Questions #
Do I enter products once or for every show? #
Enter the product once in the main product list. Then assign it to specific shows as needed.
Can I use a special selling price at one show? #
Yes. The show allocation can have its own planned selling price, and closeout can also record the actual final selling price used.
What happens when a show is marked accepted? #
The app can prompt you to create a calendar event, add a social media task, and choose or create a packing list.
What happens when a show is marked completed? #
The app can prompt for estimated booth visitors, and the show becomes eligible for closeout and profit/loss review.
Can I move data between devices? #
Yes, by exporting a JSON backup from one device and importing it on another.
Does the app sync automatically? #
No. Treat the data as local-device data unless you manually export and move it.
What is the difference between a task and a packing list? #
A task is something you need to do. A packing list is something you need to bring.
Why does the app separate replenishment from show closeout? #
Because they are different business actions. Replenishment means new stock entered the business. Closeout means show stock was sold or returned.
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