> For the complete documentation index, see [llms.txt](https://docs.hotwax.co/documents/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.hotwax.co/documents/additional-integrations/retailpro/inventory-sync/technical-workflow.md). # Technical Workflow Discover the technical workflow for syncing inventory in HotWax Commerce with Retail Pro. ### Filter inventory file and reset inventory in HotWax Commerce RetailPro sends the Reset Inventory File, including both active and inactive products, to HotWax Commerce, landing in a designated SFTP folder. Every midnight at 1:00 am, a job of HotWax Commerce integration platform compiles a list of active products, defining items available for online sales. This file is securely stored on the HC Integration Platform server. Half an hour later, the HC Integration Platform processes both files, creating a new Reset Inventory File that exclusively focuses on active products, substantially reducing its size from 300 MB to 80-100 KB and puts it in another folder on SFTP location . Another job in HotWax Commerce reads this new file from this new SFTP folder and updates the inventory records, ensuring they match RetailPro's data accurately. ### Record variance to fix incorrect inventory numbers in HotWax commerce While HotWax Commerce's integration platform is actively engaged in filtering the inventory file and resetting inventory in HotWax Commerce, it simultaneously creates an "inventory variance file." This file is a result of identifying items in HotWax Commerce that have been shipped but not appropriately marked in Retail Pro, leading to a discrepancy in inventory counts. A job in the HotWax Commerce Integration Platform executes a SQL query, specifically targeting items shipped in HotWax Commerce but not acknowledged in Retail Pro and creates inventory variance file . The resulting inventory variance file is then placed in the designated SFTP location. Another job in HotWax Commerce reads this inventory variance file, strategically scheduled to run an hour after the job updating inventory records based on the Reset Inventory file from Retail Pro. This timing ensures that the variance is recorded accurately by correcting the inventory numbers in HotWax Commerce that were initially influenced by the erroneous data sent from Retail Pro. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://docs.hotwax.co/documents/additional-integrations/retailpro/inventory-sync/technical-workflow.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.