To access the logs for import and export jobs, navigate to the MDM (Master Data Management) > EXIM (Export-Import) page from the Hamburger menu. Here, under the Shopify section, various MDM pages display the processes between Shopify and HotWax Commerce. These pages include:

• Shopify GraphQL job: Records all GraphQL files uploaded from Hotwax Commerce to Shopify for API calls like adding pre-order catalogs or tags.

• Shopify Order MDM: Contains files generated from Shopify for importing orders into Hotwax Commerce.

• Shopify Order Return: Covers all created order returns.

• Shopify Product MDM: Includes all product import files generated from Shopify.

• Shopify Inventory Sync MDM: Lists files for inventory changes from Hotwax Commerce to Shopify.

• Shopify Cancel Order Import MDM: Displays details of all canceled orders from Shopify to Hotwax Commerce.

• Shopify Fulfilled Item MDM: Provides information on all fulfilled items feeds generated from Hotwax Commerce to mark items as fulfilled in Shopify.

Importing Data in OMS

1. Open a relevant import topic from the category based on your requirements. For instance, Procurement > Purchase Order.

2. Download the provided sample CSV template.

3. Once you've prepared a CSV or JSON file to import, click on Choose File to upload the file containing your data.

4. The system will initiate the import, processing the provided data according to the chosen import topic.

If the file you uploaded does not begin processing immediately, the MDM you're using may be set to run in queued mode, which means it will be run by the queue polling job that runs at set intervals. In this case, to process the file immediately, go to the job manager app and run the Process Pending Bulk Imported Files job manually using the Run Now function.

After finishing its run, if the file terminates in a Failed status or produces Error Records, your data has not been processed and needs to be retried. To learn more about troubleshooting this, please refer to this document. (add link)

Add or edit a configuration

If you're creating a new Import configuration to import data from an SFTP location

1. Click the Add button

2. Enter configuration details

If you're editing an existing import or export configuration

• Use the search bar to find the configuration by name or ID.

• Click the Edit icon at the end of the search result.

View a configuration

You may need to view a data manager configuration to either manually import data or to audit data that has been imported either by another user or scheduled SFTP file import job.

1. Click the open link icon beside the service name on the Data Manager Configuration search page.

• This opens the for the selected service.

1. Once a file is done processing, its status will change to Finished.

   If processing finished with error records, download the error records for review. These are usually in JSON or CSV format, with error reasons attached to each record.

2. Click the Log button to view detailed logs related to the service.

3. Use the log to identify any specific failure or irregularity.

Steps:

1. Enable Postfix Service:

• Postfix is a Sendmail-compatible mail transport agent that ensures secure, fast, and easy email configuration.

• The technical team can enable the Postfix service on your server and provide you with instance-specific Postfix details.

2. Configure Postfix Relay Host:

• Postfix uses the relay host configuration directive to send emails to external domains.

• Configure the relay host directive with the hostname or IP address of the remote SMTP server or service.

• Upon enabling Postfix, note the received IP address of the server. Once the Postfix service is enabled, you will get the relay hostname and Port name.

3. Add Configurations in General Settings:

• Access the general settings page in HotWax Commerce.

• Add the following configurations:

  • a. SMTP Relay Host Configuration Details.

  • b. Enable Notifications.

4. Configure Email Template:

• Navigate to the DM\_ERROR\_FILE table in the EmailTemplateSetting entity in HotWax Commerce's web tools.

• Set the default email address from which users will receive emails in the From Address field (e.g., [email protected]).

• Configure the email template to be used for communicating error files effectively.

5. Import XML File for System Properties:

• Import the following XML file to configure system properties:

• Ensure the email addresses specified are accurate and designated for receiving error files.

Conclusion: Following these steps will enable you to schedule MDM error emails effectively in HotWax Commerce. By promptly identifying and addressing errors, you can maintain the integrity and efficiency of your system's data management processes.

The Data Manager allows users audit data ingress and egress from the OMS while also being able to manually import and export data.

Getting to the Data Manager Configurations page:

1. Go to the Hamburger Menu

2. Select Settings

3. Click on Data Manager Configurations

Data manager logs help verify the status of imported data, ensuring the accuracy and completeness of data imported into the OMS.

Logs are located below the import function on all Data Manager detail pages.

In the result section, you will see the following columns

Statuses

Understand the different status types in the data logs:

File Upload Failed:

This typically occurs when the file format does not align with the required CSV format. To resolve this, convert the file to CSV format before attempting to upload it again.

File upload is partially failed:

Failed records are generated when a file is successfully processed, but discrepancies in the uploaded data lead to some records failing. In these scenarios, the record with correct data gets processed and a file containing all failed records with invalid data becomes available in the Failed Records section. You'll find a failed records file associated with such cases in the logs. By examining this file, you can easily identify and comprehend data errors in the uploaded file. Details about the errors in the records are available in the failed records file, providing clarity on what went wrong. After addressing the identified errors, you can confidently reupload the failed record file after removing the error reason column without encountering further issues. Some of the possible error types are as follows:

Scenario 1: Data Not Imported in OMS

You scheduled a job to import data into OMS, but the imported data is not loaded. This could be due to the job Process bulk imported files not being scheduled in the Job Manager application.

Steps to Resolve

1. Verify Job Status:

• Check the status of the job that imports data in bulk. Ensure it is scheduled and completed successfully in the Job Manager app.

1. Schedule Process bulk imported files:

• Navigate to the Miscellaneous page in the Job Manager application.

• Locate the Process bulk imported files job and schedule it.

• The suggested frequency is 15 minutes, but adjust based on specific requirements.

1. Check Data Processing:

• After scheduling the Process bulk imported files job, observe the Data Manager logs in the EXIM page of OMS to confirm that the imported data is being processed.

1. Check Data Manager Logs in OMS:

• Go to Hamburger Menu > MDM > EXIM > Import section.

• Navigate to the import menu to find the files you have imported in OMS.

• Check the status of the files; they should transition from Pending to Finished.

Scenario 2: Incorrect File Format

When importing data from external systems into HotWax Commerce, files must adhere to specific formats supported by the system. Failure to do so can result in import failures and data discrepancies.

Steps to Resolve

1. Verification Steps:

• Navigate to the Exim page from the MDM section via the Hamburger Menu.

• Select the relevant import type (e.g., inventory import) to review import logs.

• Identify and inspect the failed records column in the logs for error details.

1. Checking File Format:

• Download the uploaded file from the import log.

• Verify that the file format is CSV, as HotWax Commerce supports CSV format for data imports.

• If the format is incorrect (e.g., XLSX), investigate the data transformation process:

  • If handled by middleware, review the transformation flow.

Scenario 3: Empty Records

Empty records in an imported file indicate that the expected data from the external system is not present or properly generated, leading to failed imports in HotWax Commerce.

Steps to Resolve

1. Verification Steps:

• Navigate to the Exim page from the MDM section via the Hamburger Menu.

• Select the relevant import type (e.g., inventory import) to review import logs.

• Verify if the imported file contains any data records.

1. Checking File Records:

• If the file format is correct (CSV), review imported records from the file.

• Ensure the external system generates data records:

  • Access the SFTP path specified for file uploads.

  • Refer to for correct file paths and SFTP settings.

To import data into HotWax Commerce, a scheduled job retrieves the data from an SFTP location and places it under a specific configuration. Issues can occur if there is an incorrect "Configuration ID" in the job or if the "SFTP location" is missing in the configuration. These issues can prevent the job from picking up the file and importing it into the system.

Scenario 1: Incorrect Configuration ID in the Job

In HotWax Commerce, each scheduled job is associated with a specific "Configuration ID" that determines the job's settings and execution parameters. If the Configuration ID is incorrect, the job will fail to execute properly, preventing data from being imported into the system. This issue often arises during initial setup or when configurations are manually updated.

You can refer to our troubleshooting guide to resolve job configuration errors.

Scenario 2: Missing SFTP Location in the Configuration

HotWax Commerce relies on data being retrieved from specified "SFTP locations". Each job must have a correctly configured "SFTP path" where it can find the files to import. If the "SFTP location" is missing or incorrectly configured, the job will not be able to locate the files, leading to import failures. This issue can occur due to changes in SFTP credentials, path updates, or errors during configuration.

Resolution

Finding the SFTP Credentials in OMS:

1. Log in to HotWax Commerce with your user credentials.

2. Navigate to the Settings section via the hamburger menu.

3. Click on the General page and navigate to the FTP Connection Settings section.

Finding SFTP Path for Data Import in HotWax:

1. Log in to HotWax Commerce with your user credentials.

2. Navigate to the Settings section via the hamburger menu.

3. Click on Data Manager Configurations to go to the Data Manager Configurations page.

Connecting to the SFTP Server:

Download and Install FileZilla:

1. Download and install FileZilla from the official website.

Accessing SFTP with FileZilla:

1. Open FileZilla.

2. Click on File in the top menu, then select Site Manager.

3. Click on New Site and enter a name for the connection.

Navigating Remote Site:

1. After connecting, you’ll see the Remote Site section in FileZilla.

2. Navigate through the directory to locate the path where your data needs to be transferred.

3. Verify if the files that need to be imported exist at that location. If not, verify the correct path from the remote site where the file exists.

Updating the SFTP Path in HotWax Commerce:

1. Navigate to the Data Manager Configuration page in HotWax Commerce.

2. Search for the job, then click on the pencil icon to update the configuration.

3. Paste the correct import path and click Update to save the configuration.

By following these steps, you can diagnose and resolve issues related to incorrect Configuration IDs and missing SFTP locations in HotWax Commerce, ensuring successful data imports.

Import/Export Facilities

Instead of creating facilities individually through the Facilities App, retailers can upload a CSV file for all facilities.

To import a Facilities CSV, go to the EXIM page under the Imports tab in the Warehouse section and click on Facility MDM. Similarly, to export facilities for any specific reason, retailers can navigate to the Export tab in the Facilities MDM within the Warehouse section.

When importing facilities, some fields need to be filled mandatorily, while others can be filled for further reference. Here is the list of mandatory fields:

Import Employee

Instead of creating each user individually through the User App, retailers can upload a CSV for all the Users.

To import an Employee CSV, go to the EXIM page under the Imports tab and click on Employee MDM.

When importing Employee data, some fields need to be filled mandatorily, while others can be filled for further reference. Here is the list of mandatory fields:

Import Calendar

HotWax Commerce provides two convenient options for managing the facility calendar: through the Facilities App or via the Calendar MDM. Retailers can import a generic calendar based on the store's operating hours. Later, it can be linked to the facility using the Import Store Calendar Assoc under the Imports tab in the MDM section.

To import a Calendar CSV, go to the EXIM page under the Imports tab in the MDM section and click on Calendar MDM. When importing a calendar, some fields need to be filled mandatorily. Here is the list:

Import Store Calendar Assoc

In HotWax Commerce, retailers can set the operating hours of a facility in two ways:

1. From the Operating Hours setting in the Settings page of the Facilities App.

2. From the Import Calendar Assoc in MDM.

The Import Calendar Assoc is used to set the operating hours of a particular facility. Retailers can find this under the Imports tab in the MDM section.

When importing the CSV, some fields need to be filled mandatorily. Here is the list:

Import Inventory Variances

This import in HotWax allows retailers to update inventory based on the identification type used in external systems. By importing a CSV file into HotWax, inventory adjustments are marked.

This import records based on the given delta and updates both (Available to Promise) and QOH (Quantity on Hand). The MDM feature can set inventory to 0 but cannot make it negative.

Example: When an Inventory Reset file is provided by an external system (e.g., NetSuite), and Product A's inventory is updated to 5 while HotWax currently shows 10, a variance of (+5) will be logged, increasing the total inventory to 15. Similarly, if the file specifies a variance of -5, the system's inventory will adjust to 5. When importing Inventory Adjustments, some fields need to be filled mandatorily, while others can be filled for further reference. Here is the list of mandatory fields:

Import Future Inventory

This import is used by retailers to schedule restocking for a product at future scheduled date and time, making the inventory available in HotWax Commerce and on Shopify at their preferred times.

When scheduling a restock, certain mandatory fields should be filled. These fields are listed below:

Reset Inventory by ATP

When NetSuite (or any third-party system) is used as a Warehouse Management System (WMS), it reserves inventory for orders that need to be fulfilled. To sync inventory with HotWax Commerce OMS based on the sellable inventory in NetSuite (or any third-party system of records for inventory), the Reset Inventory by ATP method is used. This process updates HotWax OMS by comparing the quantity in the import file with the system's current ATP. The difference (delta in ATP) is applied to both ATP and QOH (Quantity on Hand) in HotWax OMS.

Example:

For Product A at a store:

• Initial QOH: 10 units

• Initial ATP: 5 units

• File’s Quantity: 4 units

After resetting:

• ATP: 4 units (adjusted by the delta of -1).

• QOH: 9 units (adjusted by the delta of -1).

This method ensures accurate syncing of sellable inventory while accounting for reserved stock in NetSuite.

The Reset file contains the following fields:

Reset Inventory by QOH

The Reset Inventory by QOH method is used when you want to sync the physical inventory from a third-party system, such as NetSuite, to HotWax Commerce OMS without considering inventory reservations. This ensures that the QOH (Quantity on Hand) in HotWax matches the physical inventory recorded in the external system. When the reset file is imported, the OMS compares the QOH value in the file with its systemic QOH. The difference (delta in QOH) is then applied to both QOH and ATP (Available to Promise), ignoring any reservations.

Example:

For Product A at a store:

• Initial QOH: 10 units

• Initial ATP: 5 units

• File’s Quantity: 4 units

After resetting:

• QOH: 4 units (adjusted by a delta of -6).

• ATP: -1 unit (adjusted by the same delta of -6).

This method ensures a direct update of physical inventory levels in HotWax OMS.

When the “RESET INVENTORY BY QOH” file is uploaded it has some fields which are listed below:

Reset Inventory by ATP & QOH

The Reset Inventory by ATP & QOH method is used when you want to update both QOH (Quantity on Hand) and ATP (Available to Promise) in HotWax Commerce OMS, while maintaining the difference between them. This method accounts for reservations, safety stock, and network thresholds configured in HotWax OMS when recalculating ATP.

Example:

For Product A

• Initial QOH: 15 units

• Initial ATP: 10 units

• Difference (QOH - ATP): 5 units

• File’s Quantity: 20 units

After resetting:

• New QOH: 20 units (updated to match the file).

• New ATP: 15 units (adjusted to retain the difference of 5 units).

This approach ensures accurate updates to inventory levels while respecting the system's inventory policies and calculations.

When the “RESET INVENTORY BY ATP & QOH” file is uploaded it has some fields which are listed below:

Export Order

If the admin team wants to export orders based on multiple filters or criteria, they can navigate to their OMS instance. The default page that opens is the “Find Order Page”. From there, they can apply filters and then export the CSV file of orders.

When exporting the CSV it gives some major fields which are listed here :

Import/ Export that are generally used

Export Inventory Config

This is used to export inventory details such as Product Id, Facility Id, ATP, Minimum Stock from HotWax. To export an Inventory CSV file, go to the EXIM page, navigate to the Exports tab in the Warehouse section, and click on Import Inventory Config MDM.

When exporting CSV fields are in this way:

Import/Export Inbound Shipment

Inbound shipments are used to receive inventory at a facility or warehouse. Majorly inbound shipments are created in the ERP and synced to HotWax Commerce via API, they can also be manually imported using MDM. To import a Shipment CSV file, go to the EXIM page, navigate to the Imports tab in the Warehouse section, and click on Shipment.

In situations where retailers want to verify or edit their upcoming shipments, they can do so by exporting the Shipment CSV from the Warehouse section under the Exports tab. When importing shipment some fields need to be filled mandatorily, while others can be filled for further references. Here is the list of mandatory fields:

Import Safety Stock

Retailers can manually apply safety stock at products per location by importing a CSV. To import a Safety Stock CSV file, go to the EXIM page, navigate to the Imports tab in the Warehouse section, and click on Safety Stock MDM.

When importing safety stock some fields need to be filled mandatorily, while others can be filled for further references. Here is the list of mandatory fields:

Import/Export Purchase Order

While most Purchase Orders are created in ERP and synced with OMS through automated jobs, in some cases, when a retailer intends to upload or download a PO manually, they can do this using EXIM. To import a Purchase Order CSV file, go to the EXIM page, navigate to the Imports tab in the Procurement section, and click on Purchase Order MDM.

Similarly, users can export the CSV of Purchase Order in the Procurement section under the Exports tab.

When importing Purchase Order some fields need to be mandatorily filled, while others can be filled for further references. Here is the list of mandatory fields:

Import/Export Purchase Order ATP

PO ATP (Purchase Order Available to Promise) refers to the pre-sellable inventory from a purchase order promised for delivery by a vendor and available for pre-orders.

Retailers may need to update PO ATP when they want to adjust the pre-sellable inventory on a purchase order after it's already been uploaded and do not want to make their entire upcoming inventory available for pre-orders on eCommerce. To import a PO ATP CSV, go to the EXIM page > Imports tab > Procurement section > PO ATP. Allowing retailers to adjust promised inventory as needed.

Similarly, users can export the CSV of PO ATP from the EXIM page in the Procurement section under the Exports tab. When importing PO ATP, some fields need to be filled mandatorily, while others can be filled for further reference. Here is the list of mandatory fields:

Import Product ERP Code

Instead of updating ERP codes individually through the ViewProduct page, retailers can upload a CSV file for multiple products at once.

To import a Product ERP Code CSV, go to the EXIM page under the Imports tab in the PIM section and click on Create and Update Product ERP Code.

When importing product ERP codes, certain fields must be filled in mandatorily. Below is the list of required fields:

Example: Create a Product ERP Code

Example: Update a Product ERP Code