Virtualstock Integration Guide

Integrate Virtualstock with Helm to streamline your order flow, automate stock syncing, and manage marketplace fulfilment from a single hub

What is Virtualstock

Virtualstock is a leading UK-based dropship and marketplace platform used by major retailers like John Lewis, B&Q, and Argos to manage supplier fulfilment and product onboarding

Connecting Virtualstock to Helm enables sellers and suppliers to automate order processing, synchronise inventory levels, and handle dispatch workflows efficiently across multiple retail channels

PROS ✅

CONS ❌

Connects you to major UK retail marketplaces via one integration

Requires accurate mapping of product and order fields

Automates order and stock data between Helm and Virtualstock

May involve onboarding or approval from the Virtualstock team

Designed for high-volume B2B and marketplace order fulfilment

Data structure and required fields may vary by retailer

Step-by-Step Setup

To integrate Virtualstock with Helm:

  1. Obtain Credentials from Virtualstock
    Request access from your Virtualstock account manager or support team

    You will need:

    • API Username

    • API Password

    • SFTP URL or Endpoint (if using SFTP)

    • Folder structure for order and stock files

  2. Log in to Helm
    Go to Settings → My Store

  3. Add New Sales Channel
    Click Add New Sales Channel and choose Virtualstock from the list

  4. Enter Required Details

FIELD

DESCRIPTION

Sales Channel Name

e.g., Virtualstock - John Lewis or Virtualstock - B&Q

Sales Channel Logo

Upload the Virtualstock logo or a retailer logo

SFTP Hostname

The hostname provided by Virtualstock

SFTP Username

Your assigned Virtualstock SFTP username

SFTP Password

Your secure password for the SFTP connection

Directory Paths

Define folders for order import/export and stock feeds

  1. Click Continue

Interaction Settings

Customise how Helm interacts with Virtualstock:

INTERACTION SETTINGS

DESCRIPTION

Sync Inventory

Import products or stock availability updates into Helm

Sync Stock Levels

Send stock updates to Virtualstock automatically

Use Channel Names

Display product names from Virtualstock on orders

Max Stock Levels

Set a maximum stock value shared with the retailer

Stock Buffer

Reserve units to prevent overselling

Auto Merge Orders

Combine orders going to the same shipping address or placed simultaneously

Order Importing Type

Choose the start date for Helm to begin importing Virtualstock orders

Final Steps

  • Click Save once all settings are configured

  • Set the channel to Is Active at the top of the screen

Your Virtualstock integration is now live - and you’re ready to Take the Helm

Common Issues

ISSUE

SOLUTION

Incorrect SFTP Credentials

Confirm details with Virtualstock support or check your onboarding documentation

Orders Not Importing

Ensure order file locations and formats match Helm’s expected structure

Stock Not Syncing

Validate SKU matching and file naming conventions

Timeout or Connection Errors

Check with IT or hosting teams for firewall/SFTP port access

If you experience issues and need assistance, contact Helm Support