Papa Diaries · Back Office
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Everything about a piece, from unboxing to the newsletter — live for everyone signed in.
Needs your attention
Catalogue status
Catalogue by category
Cost vs. retail by category (€)
New-stock pipeline by stage
Photo readiness — draft catalogue
Data & safety
Imports the latest prepared Papa Diaries Shopify catalogue snapshot and costing data bundled with this application into Papa OS. This is not yet a live Shopify connection — it's a one-time export I loaded in, not a live pull. Safe to run any time; it updates existing pieces rather than duplicating them. Export saves everything currently in the database to a file on your computer, worth doing right before a big change.
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Two boards, same underlying data as the other tabs — this is just a faster way to see what's stuck and move it along. Click a button on a card to advance (or send back) a stage.
Existing catalogue — publish status
New stock — unbox to publish
Pricing calculator
Same formula as Papa Diaries' own "PPD Product Sheet" costing engine: buying cost is converted to €, risk-adjusted for unsold/damaged stock (sell-through), then packaging, labour and a share of monthly overhead are added, and the price is set so your target margin and payment fee are still covered after rounding up to the nearest €0.50. These five numbers are your real assumptions — the defaults come straight from your spreadsheet. Each row also shows the catalogue's current average for that category as a sanity check.
New stock — unbox to publish
This is the working list for pieces from a purchase invoice, before they exist in Shopify. Pick one up, work through its row left to right as you physically process it, and move it to the next stage when you're done.
| Supplier code | Papa Diaries SKU | Category | Qty | Unit ₹ | Line ₹ | Suggested € | Catalogue avg € | Stage | Shopify handle | |
|---|---|---|---|---|---|---|---|---|---|---|
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The category list drives the filter on the Full Catalogue and the "Category" field when logging new stock. Give each one a short SKU prefix so coding a new piece is a lookup, not a guess.
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Promotion and newsletter tasks — shared so whoever's free next can pick up the next send.
| Task | Due | Status | Notes | |
|---|---|---|---|---|
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Social content calendar
| Platform | Date | Piece / theme | Caption draft | Status | Post it | |
|---|---|---|---|---|---|---|
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This is what Shopify itself actually needs to sell a piece well — not a guess. Use it at the "Write the details" step so nothing gets published half-finished.
Required to publish
Title
Short, specific, matches how a customer would describe it.
Description
Intro line + Product Details (material, plating, stone, dimensions) + Care Instructions.
At least 1 image
2+ recommended: one plain macro shot, one styled/on-model shot.
Product category
Shopify's own taxonomy (e.g. Apparel & Accessories > Jewelry > Earrings) — drives on-site filters and Google Shopping.
Price
Use the Pricing Calculator in Inventory & Costing rather than guessing.
SKU
Category prefix + next free number, e.g. ER 1102.
Strongly recommended
Cost per item
Lets Shopify's own analytics show real margin — enter the buying cost, converted to €.
Track quantity
Set inventory to 1 for a one-of-a-kind piece so it shows "sold out" the moment it sells.
Tags
Material, finish, colour pairing, and the collection/story line if it belongs to one.
SEO title & description
What shows up in Google search results — worth a custom line, not just the product title.
Weight
Needed if shipping rates are calculated by weight rather than a flat rate.
Sales channel
Confirm "Online Store" is checked under Publishing — an Active product with no channel still won't show up.
Why this exists
Photography, not copywriting, is the real bottleneck for the draft backlog — the workflow rail on the left makes that visible and assignable.
One-of-a-kind strategy
Nearly every piece carries exactly 1 unit of inventory — lean into scarcity in copy rather than treating it as a stock problem.
Supplier code convention (Saiswarpit)
On necklace/set/pushpull/brooch/bracelet/earring/ring/pendant lines, the number after the underscore is the wholesale price in tens of rupees — "Necklace_28" costs ₹280. Anklet/chain/waist codes instead encode length in inches.
The workflow, step by step
Known collection / story lines
Keep using these names when a new piece clearly belongs to one.