Admin panel
Settings are view-only until the admin unlock code is entered.
First login uses temporary setup code 0000. You must create a new admin password before settings appear.
Catalog and Inventory appear after Admin is unlocked. Save one product line before product work.
Required acknowledgement Review before setup
Virtual Shop Manager is an inventory, catalog, pricing-assistance, and Shopify update tool. It is not financial, legal, tax, or marketplace-policy advice. The store owner remains responsible for final prices, product accuracy, stock image rights, Shopify settings, marketplace rules, taxes, shipping, customer data, and all legal compliance.
Use only data sources, images, and credentials the store is allowed to use. VSM should store derived quote summaries and store decisions, not copied marketplace pages, protected database dumps, or third-party listing text.
Pricing: automated prices are suggestions generated from allowed sources and store rules. The store owner is responsible for approving unusual changes and final selling or buylist prices.
Shopify: header sync buttons read or send store data through the connected Shopify app. The store owner is responsible for app scopes, live-write settings, collections, product status, taxes, shipping, and sales-channel publishing.
Images: stock/product images may only be used when the store has the right to use them for the exact product, language, print, and variant being listed. Store-owned images remain the safest option when rights are unclear.
Customer offers: buylist quotes are estimates until the store receives, inspects, and accepts the products under the store's posted terms.
Owner setup belongs here. Save store rules once, then use Catalog and Inventory for daily work.
- Acknowledge store responsibility.
- Add branding and connect Shopify.
- Connect pricing data the store is allowed to use.
- Program product-line rules.
- Use Catalog to add products to Inventory.
- Use Inventory to review stock, pricing decisions, images, and Shopify updates.
Store branding Header logo
Choose a JPG, PNG, WebP, or GIF logo, then click Apply logo. The selected logo stays saved on this app server until another logo is applied.
Shopify connection
Store credentials Set up Shopify before inventory and store updates
Use older Admin API token instead
Credentials and location settings stay on this VSM server. The location ID lets inventory sync update the correct Shopify location.
Shopify webhooks
Webhooks let Shopify tell VSM when product inventory changes. Shopify requires a public HTTPS callback URL, so same-Wi-Fi local mode cannot receive live Shopify webhooks by itself.
Webhook receiver waits for a public HTTPS URL.
Import Shopify products
Scan active Shopify products and match them to saved VSM product lines using the store's saved collection routing first, then other product hints if needed.
Choose a saved product line, or leave it on all product lines to scan the full active Shopify catalog.
Pricing connections
Pricing sources
Connection status appears here.
Add only pricing connections the store is allowed to use. VSM stores derived quote summaries and review decisions; it does not copy marketplace pages or protected database content.
Developer note: for multi-store use, this should run from a hosted server instead of a home computer so Shopify webhooks, scheduled pricing, and user access stay online even when the local browser is closed.
Add custom product lineUse this when the product type is not already programmed.
Optional. When set, new products created under this custom product line use this image unless a product-specific image is added.
Custom product lines do not create buylist targets. If variants are enabled, Inventory will ask for that many variant names and quantities for each product.
Create a custom shell for products not covered by an enabled catalog. Custom lines use manual pricing until a market source is connected.
Program a product line
Choose a product line firstChoose product line to program
Add or edit saved rulesProduct images
Product-line defaultChecking these options confirms the store understands these are stock/product images and accepts responsibility for using them only to identify products the store is allowed to sell. The image must be an actual image of the listed product and match the product, language, set, number, print, and variant. VSM does not generate card art or use AI-generated card images. Leave image replacement unchecked to preserve existing Shopify media.
Recommended profile
Built-in defaultsThe generated listing profile gives the selected product line safe defaults. Adjust the drawer rules below when the line needs different handling.
Pricing automation
Trading card lines onlyPricing appears only for configured trading card product lines that can use saved market rules. Manual/custom product lines stay manual.
Auto-pricing is a tool, not financial or legal advice. The store owner is responsible for reviewing market behavior, price movement settings, percentage-off rules, and final listing prices. Virtual Shop Manager is not responsible for market manipulation, pricing errors, platform policy violations, losses, or legal issues caused by approved or automated price changes.
Market adjustment is optional. Use 0 to match market, -5 for 5% below market, or 5 for 5% above market. Auto-approve within $0.02 keeps penny-level rounding changes out of review.
Choose a product line, set its rules, then save it.
Compliance and data rules
Pricing stores only the useful summary of a quote or approved comp, such as source name, price, shipping, confidence, and review status. It should not store copied marketplace pages, protected database dumps, or scraped listing text. Listing images should be store-owned, generated for the store, or properly licensed.
Shopify Send
Final send checkpoint
Only approved, visible listings are included in CSV or Shopify send actions.
Sales sync is not active until the store connection is approved.
Connection status will appear here.
Export and live sync are store-controlled actions. Review product data, image permission, Shopify access, and platform policy requirements before enabling live writes.
Send queue
Ready listings onlyDry run and CSV
No live store changeReview Shopify update data before sending it to the store.
Dry run details
Run a dry run to see export details.
Preview products before downloading a Shopify CSV or using live sync.
Shopify action status
Dev store gatedApprove a listing, then check or send a draft to the connected dev store.
No payload selected yet.
Packing workflow Optional order printer
Use this to sort and print a packing workflow. Live Shopify orders will plug into this queue later.
Catalog
Catalog workflow
Pick a product line, set stock details, then search one product to add to Inventory.
1. Product line
Catalog rules come from AdminChoose one product line. Sets and rules stay specific to that line.
2. Inventory flow
Catalog always adds to InventoryCatalog adds directly to Inventory. Use the Buylist tab when you need customer-offer targets.
3. Stock details
Used when adding to InventoryLeave counts at zero to create product shells. For batch adds, these values apply to every product in the batch.
4. Search one product
Click one result to add itBatch count inventory
Choose one set, count the products in hand, then add the counted products to Inventory in one action.
Owner compliance notes
Catalog data should be factual product identity, store-entered data, or approved source summaries. Catalog thumbnails are reference-only unless approved catalog images are enabled for that product line or a store image is uploaded on the product screen.
Inventory
Pick a product line, refresh Shopify if needed, then work the rows that need attention.
Shopify sync
Refresh live counts before receiving stock. Send approved rows when VSM is ready to update Shopify.
Connect the store in Admin, then refresh live inventory before receiving new stock.
Import Shopify CSV into a saved profile Choose one profile before import
Profile import
Upload a Shopify product export after Admin profiles are saved. Pick the profile these products belong to, then VSM rewrites titles, tags, variants, pricing review, and Shopify fields with that profile's rules.
Choose the saved profile first. Matching VSM rows are overwritten locally by Shopify handle/catalog match; existing product images are kept. Products without usable auto-pricing stay in review.
Store responsibility note
Inventory data, costs, quantities, and store-written listing copy belong to the store. Verify catalog matches before Shopify updates; the tool assists inventory and pricing decisions but does not provide legal, financial, or marketplace-policy advice.
Add one product manually Add one item using the selected product line
Use this when Catalog does not have the item. Duplicate checks still apply.
Archive
Review products removed from active Inventory. Restoring sends the item back to Inventory for normal stock validation.
Archived inventory
Archived products are held out of Inventory pricing review and Shopify update actions. If the same catalog item is added again, VSM restores the archived row instead of creating a duplicate.
Buylist
Buylist is off
Enable Buylist in Admin before Catalog creates customer-offer targets.
Buylist terms
Customer offers are estimates until the store receives, inspects, and accepts the products under the store's posted terms. The store can confirm identity, condition, quantity, authenticity, current demand, and current pricing before payment; customers may cancel if the accepted offer changes.
Desired stock controls how many items the store is actively trying to buy. Buylist prices are estimates from store rules and approved pricing data; they are not financial advice or guaranteed payment offers.
Buylist setup
Generates a general buylist from these settings. The store is responsible for confirming pricing, demand, condition, and final customer offers before payment.
Optional. Enter the final customer-facing buylist URL here. DNS or reverse-proxy routing still has to send customers to that address.
Accepted single-card conditions
Unchecked conditions stay off the customer buylistBulk buying
Enable only the bulk categories the store is currently acceptingBulk offers are submitted for store review as part of the customer's full buylist offer. They do not create Inventory rows until the store accepts, receives, and inspects the items.
Choose an active buylist product line to edit its customer offer rules. Add one-off targets from Catalog when needed.
Add specific buylist targets
Search the active buylist product line, then add only the products the store wants to buy.
Search a product after choosing a buylist product line.
Bulk desired stock
Apply one desired stock number to the currently selected buylist product line and set.
Targets show until matching store inventory reaches the desired stock.
Refresh buylist prices
Updates buylist prices for the selected product line and set. Existing prices stay in place when a source is limited or fails.
Buylist targets use saved engine prices for customer offers.
Submitted offers
Store reviewBackend review
Internal review only
Backend review is available only to the internal admin account.
Recent bug reports
Saved by store usersRuntime log
Recent server exceptionsNo runtime log lines yet.
Access log
Recent requestsNo access log lines yet.
Admin scope
System-only accessInternal admin access is limited to backend issues, runtime logs, access logs, and saved bug reports. Store catalog, inventory, pricing, Shopify, and buylist data remain inside the owner accounts.