Skip to content

Making Changes with VMXpert

On stores where data changes are enabled, VMXpert can do more than look things up — it can update items, build purchase orders, and fix data for you. Every change follows the same rule:

Nothing is written to your data until a person reviews it and clicks Confirm.

The review card

When you ask VMXpert to change something, it prepares the change and shows a card headed "Review before applying" — a plain-English list of every change it wants to make, with two buttons:

  • Confirm & apply — the changes are written.
  • Cancel — nothing happens at all. VMXpert confirms: "Cancelled — nothing was changed."

The card survives a page reload, and if you walk away without clicking either button, the proposal doesn't disappear — it waits on the Approvals page for you (or another admin) to decide later. See Approvals.

For a long list, the card shows the first dozen changes with a Show all link, and a Download as a spreadsheet link so you can check the whole set in Excel before deciding. Downloading it changes nothing — the proposal is still waiting for your Confirm.

There is no undo

The review step is the safety mechanism. Once you click Confirm, the changes are applied — there's no undo button. Read the list before you click.

Filling in missing data in bulk

VMXpert can fill a field across many items at once — plant attributes that were never entered, website descriptions, short sign blurbs. Ask for it the way you'd ask a person: "Which perennials are missing their light requirement?", then "Fill those in, but show me a few first."

It works in a fixed order, and the order is the point:

  1. It counts first. "482 items in Perennials have no website description" — before anything is written, you know the size of the job.
  2. It shows you a sample. Five to ten items, chosen to include the awkward ones, with the actual text it would write. This is where you judge whether it sounds like your store.
  3. It tells you the price. Bulk writing uses AI credits, so it measures the sample and projects the real total: "the sample cost 0.1 credits, so all 482 comes to about 19."
  4. You approve the wording and the cost before a single item changes.
  5. It works in small batches — around 25 items per review card — and pauses after the first so you can check the result before it carries on.

Two things to know before you start. Ask it to skip anything it can't work out honestly rather than guess: a wrong plant fact reads as authoritative and a customer will act on it. And some fields publish — a website description goes to your website and your Google Shopping listings as soon as it's applied — so VMXpert says which ones do, and you should read that line.

If a job is genuinely large, don't be surprised when it proposes several rounds instead of one. That's deliberate: a list nobody can read isn't a review.

What VMXpert can change

  • Items — create and update, including automatic PLU assignment for new items
  • Item attributes — light, height, bloom, and any other attribute your store uses, including in bulk
  • Website descriptions — the long description your website and Google Shopping listings show
  • Item part numbers
  • Purchase orders — create, update, receive, and close, including individual line items
  • Vendors and daily journal entries — re-push to QuickBooks
  • Emails and file attachments

Discounts and deals

VMXpert can now change these for you, and like any other change it will show you exactly what it is about to do and wait for you to confirm:

  • An item's quantity deal — buy-one-get-one, or "5 for $10" price breaks.
  • One customer class's price for an item — for example, what contractors pay for a particular shrub. This one needs an admin login.
  • Whether an item can be discounted at all — its Yes / Sometimes / Never setting.

Ask in plain language, for example "set our 3-gallon arborvitae to $9.99 each once someone buys six or more," and check the confirmation before you approve it — these are real prices on your shelf. Say "each" or "for the group" so VMXpert knows which you mean — a group price like BOGO and a per-unit price break work differently, and the wrong one is a real, wrong price.

Promotions and coupons are not yet changeable this way. Ask about one and VMXpert will tell you where the page is and talk you through it.

Why it's safe

Two guarantees are built in:

  1. Changes go through the same paths as the admin screens. Approving a VMXpert change behaves exactly as if you'd typed it in yourself — the change log, permission checks, and website sync all happen normally.
  2. Your own POS permissions apply. VMXpert acts as you. If your account can't edit inventory, VMXpert can't edit inventory for you either — no matter how you ask.

Browser actions

Separately from data changes, VMXpert can sometimes operate the screen for you — clicking a button, filling a field. Every browser action shows an "Allow browser action?" dialog first, with exactly what it wants to do and Deny/Allow buttons. Nothing touches your screen without that OK.