Virtual Shop Manager support

Restocking inactive listings

When inventory is added through VSM to an existing Draft listing whose variants all have zero stock, VSM reactivates that listing, as it does for Archived listings. Draft listings that already have stock stay Draft. A newly created listing still uses the saved new-listing status.

Released locks and silences

Releasing a price lock or restoring a silenced alert returns the item to Alerts. Timed silences also return to Alerts when they expire. Automatic pricing remains paused for the affected item until you review it and approve the current suggested price, enter and lock a manual price, or make another alert decision. A refresh or a smaller market movement does not approve the price for you.

Using VSM on a phone

Mobile has three task screens. Catalog: search across product lines and scroll through products; product creation and batch tools are on desktop. Alerts: review pending items and use their available Approve, Silence, or other individual decision buttons. Sorting and bulk decisions are on desktop. Buylist: scroll active submissions, use Quick view to inspect submitted items, and Accept eligible submissions. Accept keeps the existing confirmation and mailing-instructions workflow. Other Buylist administration is on desktop.

Switch screens with the three bottom tabs. Refresh or reopen VSM to receive updates. The workspace opens directly inside Shopify without an extra expand button. Inventory, Operations, settings and initial setup remain desktop functions; store data and saved settings are shared.

On a phone, use Return all to Alerts to unsilence all items and remove all manual price locks for your store. The confirmation shows both counts. Current prices stay unchanged, and automatic pricing stays paused for returned items until you review them. Keep VSM open while it finishes; if interrupted, reopen Alerts and return the remaining items.

Buylist inventory handoff

After selected items are sent to Alerts or Shopify, those lines cannot be sent again from the Buylist. When every accepted line is handed off, the submission shows awaiting inventory approval in Alerts or importing to Shopify. Approve staged lines from Alerts; queued lines stay disabled until receiving finishes. Verified imports advance to payment completion.

Price verified at submission means an exact-condition quote and its date were recorded with that submission. This is a historical reference, not a new live price check. Catalog and estimated references are labeled separately. Older submissions without quote evidence show Verification not recorded; VSM does not assume their saved amount was verified.

Preparing an accepted Buylist shipment

Under Buylist → Publishing → Store details, Include customer name and Buylist ID note is on by default. Shipping instructions ask the customer to place a note inside the package with their name and the submission’s actual Buylist number, such as BL-0006. Change the checkbox and choose Save details to save the preference for future emails.

Cash payment methods

In Buylist → Offer rules, choose the cash-payment methods your store can use: PayPal, Zelle, Venmo, Cash App, or paper check. The payment explanation is available from the ? beside the section title. Customers can open Cash options beside Restore draft to see only the selected method names. Saved methods appear immediately in Cash options and below cash totals. During cash checkout, customers choose a method and supply the payout username, email or phone for that account, or the payee and mailing address for a paper check. This can differ from their correspondence email. VSM stores these recipient details encrypted within the submission and clears them when the workflow closes. Do not enter passwords, bank account or card numbers. The merchant sends the payment; VSM does not transfer funds.

Managing Buylist products

On desktop, open Buylist → Products to manage the catalog items this store buys. Products starts with all activated product lines. Select Select all, then use Show all or Hide all to change every matching Buylist product across all pages; use product-line, era, set, search, and range tools first when you want a narrower scope. Card changes enable Save buylist changes. Pending offer-rule previews must be saved or discarded before item edits.

Linking one package to multiple Buylist submissions

When one customer mails multiple accepted Buylist submissions in one package, open either submission and choose Link package. Enter the USPS or UPS tracking number. VSM attaches it only to that customer's other active accepted or receiving submissions at the same store. Each submission remains separate for inspection, payout, and inventory. Declined, canceled, and unrelated customer submissions are never linked.

Buylist Alert selling prices

Buylist items in Alerts show the current VSM suggested selling price, separate from the customer payout and unit cost. The suggestion uses the item’s condition, printing and current store pricing rules. API-verified, estimated and unavailable prices are labeled separately.

Enter the Shopify selling price in the price field and choose Use and lock. VSM imports the selected item and saves the lock after Shopify confirms the price. The lock applies to that Shopify variant and keeps its selling price fixed until you remove it under Alerts → Locked prices. Send to Shopify uses the normal import pricing behavior. Selecting multiple Buylist alerts queues the selected items together for background import; progress reports queued items separately from completed imports and shows any error.

Accept includes all submitted items by default unless you explicitly excluded items during review. Open an accepted submission on desktop to begin intake immediately, with quantity and inspected condition ready to edit. Opening intake does not mark individual items received or import inventory. The single checkbox to the left of each card selects it for intake actions; it replaces the checkbox under the artwork. Clicking the card artwork toggles the same selection. Undo Received is available with the actions on the right before import. Phone Buylist remains limited to Quick view and Accept.

The current price appears beside Open TCGplayer. Verified prices take priority. Near Mint uses the current catalog price when no verified price is available, then an available estimate. Other conditions show a verified or estimated price, never the unadjusted catalog price. This display does not change the original customer offer.

Inspecting Buylist items

The intake item list shows card artwork, title, set, number and printing. On desktop, the submitted condition, Open TCGplayer, current price reference, and projected margin sit beneath the card details, beside quantity and inspected-condition controls. Selected rows are highlighted, and Intake selection shows how many available lines are selected for the next action. Selection does not mark items inspected. Current reference prices do not change the original offer accepted by the customer.

Quantity starts at the submitted shipment quantity. During inspection you can reduce or increase it to the actual count; payout totals update using the applicable cash or store-credit offer. Inspected condition starts at the submitted condition. Changing it shows Modified condition and recalculates the payout using the current store offer for that condition. Returning to the submitted condition restores the original offered rate. If no current condition offer is available, refresh pricing before making the change.

Condition and quantity changes generate their adjustment reasons automatically. The store and customer decide the final settlement, including agreements made verbally or outside VSM. Accept and import uses the saved inspected quantities, conditions and final payout as inventory cost without requiring an emailed amendment. Ready for payment also accepts the saved adjustment. Sending an amendment for customer approval remains optional. Emails already sent do not change when inspection is edited. The acceptance email shows the accepted items and pre-acceptance price changes. Amendment emails show inspection changes. Payment-ready and payment-confirmation notices also show saved inspection changes and final totals when those notices are sent. Saving inspection or importing inventory alone does not email an updated settlement. When an amendment is prepared, awaiting approval or declined, use the available return-to-inspection or revise action on desktop to make corrections and send the updated amendment. After a partial handoff, you can still change the quantity and inspected condition of items not yet sent. Their next handoff uses the latest saved inspection accepted by the store. Items already sent to Alerts or Shopify cannot be edited or imported again.

A blank cost on existing Shopify stock does not block Buylist intake. VSM uses the incoming Buylist unit cost when the existing cost is blank; recorded existing costs are averaged with the new purchase. The store remains responsible for its cost records, including costs tracked elsewhere. If intake pauses, item alerts show the paused state and provide Retry remaining intake. A retry resumes the original operations and skips completed items.

Resolving Alerts

If no catalog match is selected, choose Find match or Review match, select the exact product, and confirm its condition and printing. Missing details stay editable before confirmation. Stocked variants, assortments, listing repairs and import reviews retain their own actions. If an alert cannot proceed automatically, Report a problem opens the support form. Desktop and phone use the same action workflow for tools available on each.

Order pull storage areas

On desktop, open Operations and use Storage areas below the order import form. A new setup starts with Storage area 1. Click Add storage area for each additional area, select the product types kept there, then click Save print settings. Turn on Print by storage area to group the printout. Previously saved areas and assignments remain available. Importing an order or refreshing Operations keeps unsaved storage edits on screen; save the print settings to keep those edits after reopening VSM.

Importing an order pull

Upload an order CSV/text file or paste product lines, then choose Import order. No separate order reference is required. A reference already included in the supplied contents labels the saved pull list. Import one order at a time; a CSV containing multiple order references must be separated before import. Each supplied CSV quantity must be a positive whole number. VSM reads product fields for the pull list and excludes private customer and delivery fields. An imported pull does not change Shopify inventory.

A successful import stays saved even if the separate activity refresh fails. Check the saved pull list before importing the same order again.

Saving and finishing inspection

Intake saves quantity, condition and note edits automatically. Wait for the saved confirmation before leaving the page. If saving fails, your edits remain on screen for another attempt.

If the saved inspection removes all remaining quantities after a partial import, use Ready for payment to finish inventory intake and continue to recording payment. Items already imported are not sent again. Customer approval links apply only to the offer or amendment shown when the link was issued; an outdated decision cannot replace a newer amendment.

Catalog intake and locked prices

For a Catalog item, Use and lock uses the exact selling price you enter for the selected condition. VSM confirms that price in Shopify before recording the lock. Adding another condition leaves existing locked variants unchanged. Completed imports refresh Inventory; unsaved inventory edits are kept until you save or discard them.

Catalog sealed-product options

Catalog identifies confirmed sealed option families, including matching CookieRun starter decks and Pokémon sealed products with bracketed option names. Linked options stages the item for one Shopify listing with options. Choose List this item separately before staging, or Unlink in Batch, to create its own listing. This choice applies only to that staged row; it does not change store settings or existing Shopify listings. Displays and cases remain separate products.

Shipping weight and cost of goods are optional during Catalog intake. Enter either now, or add it later from Inventory when the shop has the information.

Finding submissions and resending instructions

On desktop, use Previous and Next below the submission list to reach older submissions. Changing the status filter starts at its newest page.

Use Resend on an accepted shipment, or the delivery-instructions action inside its review, to send another copy of the shipping email. If a connection error interrupts the request, retry the same action; VSM keeps that retry tied to the original resend. Each new amendment has its own approval link. Review the latest amendment email before accepting or declining it.

Saving changes and refreshing status

Settings edits made while an earlier save is finishing remain unsaved. When VSM says newer changes are still unsaved, choose Save again to store them. Listing drafts stay with their product line, and the store-wide retail floor stays with you when switching pricing lines.

If an action completed but its status could not refresh, the action remains completed. Refresh the view to see the latest result. A failed settings save keeps your draft so you can correct the problem and retry.

Reconnecting after uninstall

Uninstalling VSM disconnects that app's Shopify access. Your VSM workspace and saved preferences remain subject to the Privacy Policy. Reinstall and open VSM in Shopify to reconnect. VSM checks your saved checkout minimum again before reporting enforcement as active. Pending Catalog work stops for review while the connection is unavailable.

Finishing an interrupted Buylist intake

If receiving stops partway through, review the reported problem in Alerts and choose Retry remaining intake when offered. Already verified items remain completed. If the offer or store connection has changed, VSM stops for review instead of applying outdated intake details. An unresolved Shopify write may still require verification before work can continue.

Finding saved order pulls

On desktop, use Previous and Next in Operations to reach older saved order pulls. Importing a new order returns to the newest page. Saved storage-area settings and unsaved storage edits stay available while browsing pages. Order pulls do not change Shopify inventory.

Searching the customer Buylist

Find products searches within the selected product line and set. Choose All sets to search across sets. Sets with separate editions show their edition in the dropdown so you can select the matching cards.

Inventory edits and recovery

Unsaved Inventory edits stay on screen while loading more rows or saving another selection. Edits made while a save is finishing remain unsaved. Enter valid amounts before saving. For Use and lock in Alerts, enter the selling price you want to lock.

Undo restores the saved edit when Shopify still matches that edit. If stock, cost or price changed again, VSM stops for review rather than overwriting newer changes. Refresh Inventory and review the reported result before continuing. A completed action remains saved if its follow-up refresh fails.

Submitting available Buylist items

A customer submission supports up to 500 item rows. Split a larger cart into separate submissions. VSM rejects an oversized submission instead of dropping items. If the store closes or changes its Buylist while you submit, refresh and review your cart before submitting again.

VSM refreshes available market references for supported catalog singles and sealed products each day, including active Buylist submissions. A price is marked verified only when the provider returns one matching product, language, condition, and printing. Catalog and estimated references remain labeled for review.

During intake, changes to inspected quantities also update the store's remaining buying demand. Original submitted quantities and accepted offer prices remain recorded.

Saving store controls

Checkout controls and appearance edits save their own settings, preserving unrelated completed changes. Logo and theme saves also preserve current Buylist item visibility, quantities and prices. When Require minimum is enabled, enter an amount greater than zero. To remove the checkout minimum, turn that control off explicitly; a blank or zero enabled amount is rejected.

Buylist email and shipment tracking

An accepted offer remains accepted if its shipping email cannot be queued. VSM shows the email problem separately. Check Buylist → Publishing → Store details → Contact email, save any correction, then use Send delivery instructions to retry. For a prepared amendment, use Send amendment. A queued email has not been sent yet; acceptance by the mail server does not confirm inbox delivery.

Customers can add tracking through their acceptance-email link while the accepted submission remains open, including after the store starts inspection. If shipping takes longer, the original link can still record missing tracking. Recording tracking preserves the store's inspection progress. If the link shows a tracking receipt, contact the store if a correction is needed. Closed, canceled and otherwise ended submissions no longer accept tracking.

Printing an order pull

On desktop, choose Print pull list beside a saved order in Operations. VSM opens that order's pull list in a clean tab and opens the browser print dialog. The printout includes the order reference, product quantities, titles, SKUs, languages and paid amounts, using the saved storage-area grouping and order. Private customer and delivery fields are excluded.

If storage settings have unsaved edits, choose Save print settings first. If the print tab is blocked, allow pop-ups for VSM and try again. Printing does not change Shopify inventory or mark the order fulfilled.