NetSuite ERP and HotWax Commerce's Omnichannel Order Management System (OMS) are two solutions, each playing a vital role in the retail ecosystem.

NetSuite ERP stands as an all-encompassing cloud-based business management solution that empowers organizations to operate more effectively. It achieves this by automating core processes and offering real-time visibility into both operational and financial performance. With a seamlessly integrated suite of applications for accounting, order processing, inventory management, production, supply chain, and warehouse operations, NetSuite ERP provides businesses with clear data visibility and tighter control over their operations.

HotWax Commerce OMS, on the other hand, is a cloud-based Omnichannel Order Management system that equips retailers with the tools they need to sell more and deliver fast in the omnichannel arena. By facilitating solutions such as Same-Day Buy Online Pick Up In Store (BOPIS), Buy Online Return In Store (BORIS), Ship From Store and Pre-Orders, HotWax Commerce empowers retailers to excel in today's omnichannel retail environment.

In the grand scheme of retail operations, NetSuite ERP serves as the backbone for managing procurement to payment workflows, accounting, and broader operational functions. Simultaneously, HotWax Commerce OMS acts as the linchpin for omnichannel retailing, facilitating inventory availability for online channels, efficient and dynamic order routing, processing, and fulfillment.

In this integration document, we will explore how NetSuite ERP and HotWax Commerce OMS integrate to create a seamless omnichannel retailing experience. We will delve into the integration methodologies in detail, demonstrating how these two systems come together to meet the demands of modern consumers and deliver exceptional shopping experiences across all channels.

N/task module is a cornerstone of SuiteScript, enabling developers to create tasks and place them in the internal NetSuite scheduling or task queue. These tasks serve a variety of purposes, including submitting scheduled scripts, running map/reduce scripts, importing CSV files, merging duplicate records, and executing asynchronous saved searches, constructed queries, SuiteQL queries, and workflows. Here, we delve into two task types that have been integral to our integration:

CSVImport Task

The CSVImport Task is a powerful tool integrated into SuiteScript, allowing developers to import CSV files into NetSuite. This task, when added to the task queue, asynchronously imports data into NetSuite. It's a versatile way to read and process CSV data within scripts. Notable details about the CSVImport Task include:

a. Efficient Data Import: Developers can employ the CSVImport Task to streamline the process of importing CSV data into NetSuite.

b. File Mapping with Import Maps: NetSuite's Import Assistant provides a UI tool for mapping CSV fields to NetSuite’s records and their fields and saving these mappings as Import Maps. Each Import Map is assigned a unique ID , which can be utilized by developers in SuiteScript. This unique identifier plays a pivotal role in mapping the fields of a CSV file to the corresponding fields within NetSuite records. ImportMapID ensures that data is seamlessly transposed from the CSV format to the structure required by NetSuite, simplifying the integration process and ensuring data accuracy.

c. Limitation: It's important to note that the CSV Import Assistant supports most commonly imported record types, but it does not support certain record types, such as Shipment Receipts and Customer Order Fulfillment. For information about the record types supported by the Import Assistant, please refer to Supported Record Types for CSV Import.It's important to note that CSV imports performed within scripts are subject to NetSuite's application limit of 25,000 records.

Search Task

The Search Task is similar to NetSuite's Saved Search, with additional features that enable developers to not only conduct searches, but also persist the results and store them in NetSuite File Cabinet. This capability proves invaluable when dealing with searches across high volumes of data. Key insights into the Search Task include:

1. High-Speed Searches: The Search Task is optimized for speed, making it highly efficient for synchronizing large volumes of data.

2. Versatile Use: Developers can use SavedSearchIDs to execute specific searches, similar to Saved Searches.

3. Efficient Data Export: The task fetches the results of the saved search and exports them to a CSV file and automatically puts it in the Netsuite File Cabinet at very fast speed.

4. Advantages: It offers several advantages, including a simplified and efficient way to execute searches and export data. Compared to methods like using Map/Reduce script, it has shown impressive performance improvements, notably in scenarios involving the export of large datasets. We will discuss this further in which scenarios we have used this in our integration.

The N/Record module serves as a pivotal tool in our integration strategy for working with NetSuite records. It is notably advantageous when handling data not natively supported by NetSuite's CSV import functionality. For instance, NetSuite may not support the direct import of certain records, such as Shipment Receipts created in HotWax Commerce.

In such scenarios, we employ the N/Record module to bridge this gap. By writing SuiteScript, we can read CSV data from files located in SFTP locations, iterate through each record, and seamlessly create records in NetSuite's database. This process ensures the effective import of data into NetSuite for records that fall outside the scope of CSV Import methods.

Moreover, the N/Record module extends its capabilities to include the creation, deletion, copying, loading, or modification of standard NetSuite records. This versatile module plays a central role in our integration, facilitating the manipulation of native NetSuite records to achieve seamless data synchronization.

In NetSuite, Saved Search stands as a versatile tool that serves as a reusable search definition. It offers advanced search filters and result display options, providing an indispensable solution for retrieving specific data. One of its remarkable features is the ability to create and execute searches via NetSuite's user interface and save these searches for future use. This enables users to effortlessly design searches tailored to their requirements and expedite the data retrieval process.

In our integration with NetSuite ERP, we have capitalized on the formidable capabilities of Saved Search for data retrieval and conditional searches. Let's delve into the intricate details:

1. Database Querying: Saved Search plays a crucial role in querying the NetSuite database. It provides a user-friendly interface for crafting complex searches with multiple filters and conditions, granting users the power to precisely retrieve the data they need.

2. Reusability: The ability to create and save searches from the user interface offers unparalleled convenience. Each saved search is allocated a unique SavedSearchID, which developers can harness programmatically in their code. This versatility empowers developers to seamlessly integrate Saved Search into their scripting processes, ensuring data retrieval aligns with the specific needs of the integration.

3. Conditional Queries: Whether it's fetching specific customer orders or querying inventory data, Saved Search offers a seamless solution. The conditional searches it facilitates can be tailored to various scenarios, ensuring that only the required data is retrieved efficiently.

However, it's important to note a limitation: Saved Search does not allow for querying hardcoded values. This means that if you need to retrieve a specific record, such as obtaining the name of a customer with ID 1002, other methods should be employed.

1. Seamless Integration with SuiteScript: The synergy between Saved Search and SuiteScript is evident in our integration approach. We will discuss further on how developers can use Saved Search. Here's a simple example of how Saved Search and Suite Script work together:

Example Scenario: Exporting Completed Customer Orders

Suppose you want to export all completed customer orders from NetSuite ERP every day. Here's how SuiteScript and Saved Search come into play:

• SuiteScript Automation: We create a SuiteScript that is scheduled to run daily. This script is responsible for automating the data extraction process.

• Saved Search Query: Within the SuiteScript code, we incorporate a "saved search" that's specifically designed to retrieve completed customer orders. The saved search is executed to obtain the relevant data.

• Data Transformation: The SuiteScript processes the data returned from the saved search and formats it into a CSV or JSON file, ensuring that it is ready for external use.

• Data Delivery: The resulting file can be placed in an SFTP location making it accessible to external systems for further processing.

This example showcases the harmonious interplay of SuiteScript and Saved Search in achieving a specific business task within the integration.

HotWax Commerce offers robust export and import tools to facilitate the exchange of data between the system and external platforms. This feature plays a crucial role in our integration strategy with NetSuite.

Exporting Data from HotWax Commerce

HotWax Commerce allows the export of various data types, such as Sales Orders, Sales Order Fulfillments, Customer Returns, Purchase Order Receipts, and more. What sets this functionality apart is its adaptability. Data can be exported in different formats, such as CSV or JSON, and can also be transformed to meet NetSuite's requirements or the specifications of any third-party systems.

To ensure seamless data transfer to NetSuite, we have developed specialized HotWax Commerce scripts that handle the export process, including data transformation. These scripts play a vital role in our integration strategy, simplifying the export process and ensuring that data is correctly formatted for NetSuite.

Importing Data into HotWax Commerce

Importing data into HotWax Commerce is equally essential for a well-rounded integration. Our approach involves the use of HotWax Commerce's Export/Import tool. This versatile tool allows us to import CSV files for various data types, including Purchase Orders, Transfer Orders, Sales Order Fulfillments, and more.

We have written specific jobs to manage the import process efficiently. These jobs are designed to read CSV files from SFTP locations and utilize the APIs provided by the Export/Import tools to seamlessly import CSV files into HotWax Commerce. This process is highly configurable and can be scheduled at predefined time intervals using HotWax Commerce's Job Manager application.

The combination of data export and import tools in HotWax Commerce empowers us to maintain data consistency and accuracy throughout our integration strategy with NetSuite.

Fulfillment in NetSuite

When the warehouse fulfillment team begins the fulfillment of the order item, an item fulfillment record is created in NetSuite. As soon as the order item is picked, packed and shipped, the item fulfillment record is marked as “Shipped” and the order status is updated from "Pending Fulfillment" to "Pending Billing".

Synchronizing shipped order items from NetSuite to HotWax Commerce ensures that the order status is consistent and updated across both systems.

Actions

1. A Map Reduce SuiteScript generates a CSV file containing item fulfillment records in the Shipped status and places it at an SFTP location.

SuiteScript

HC_MR_ExportedSalesOrderFulfillmentCSV

SFTP Locations

/home/{sftp-username}/netsuite/salesorder/import/fulfillment

1. A scheduled job within HotWax Commerce Integration Platform reads and transforms this CSV file into the JSON format so that OMS can consume this file. This JSON file is then placed at an SFTP location.

2. A scheduled job within HotWax Commerce OMS reads this JSON file from the SFTP location, marking order items as fulfilled in HotWax Commerce.

Job in HotWax Commerce

Order Item Fulfillment
FTP Config: IMP_ODR_ITM_FLFLMNT

• Sync order item fulfillment details from NetSuite to HotWax

Fulfillment in HotWax

The primary difference in this context is the approach to sending fulfillment location data from HotWax Commerce to NetSuite.

While fulfillment locations are indeed transmitted to NetSuite after in-store orders are fulfilled within HotWax Commerce, it's important to understand that this data transmission isn't critical for the actual fulfillment of orders. The fulfillment location data is conveyed to NetSuite once orders are fulfilled in HotWax Commerce. Its significance lies in updating order status in NetSuite, subsequent creation of invoices and the application of payments to these invoices. This step occurs post-fulfillment in HotWax Commerce to ensure proper financial processing and completion of orders in NetSuite.

Actions

1. A scheduled job in HotWax Commerce Integration Platform retrieves fulfilled order items and creates a feed of outbound shipments as a JSON file and places it at an SFTP location.

to be added

1. A Scheduled Script in NetSuite reads this JSON file from the SFTP location, allocating locations to the orders in NetSuite by updating order records. Additionally, it creates fulfillment records in Shipped status in NetSuite based on the HotWax Commerce shipment data using the N/Record module of NetSuite.

SuiteScript

HC_SC_CreateItemFulfillment

SFTP Locations

/home/{sftp-username}/netsuite/fulfilledsalesorder/export

Upon completion of this process, the orders transition from "Pending Fulfillment" to "Pending Billing" status, signifying that they are fulfilled and ready for billing.

• Sync order item fulfillment details from HotWax to NetSuite

Overall sync progress

Order fulfillment is completed and now the only step remaining is invoicing.

• Sync new orders from HotWax to NetSuite

  • Sync customers

  • Sync order line items

  • Sync order ids

  • Create customer deposit

• Approve order in HotWax for fulfillment

• HotWax brokering allocates orders

• Sync item allocation to NetSuite for facilities where NetSuite fulfillment is used

• Sync order item fulfillment details from NetSuite to HotWax

• Sync order item fulfillment details from HotWax to NetSuite

• Invoice orders in NetSuite

Generating invoices in NetSuite for orders streamlines the financial processes. This step finalizes payment transactions and accounting entries for completed orders, contributing to accurate financial reporting. This step remains the same for orders whether items are fulfilled in NetSuite or not.

Actions

A scheduled SuiteScript in NetSuite identifies sales orders in "Pending_Billing" status, which have corresponding customer deposits already created.

Upon generating the invoice, the status of the customer deposit status is updated from "Undeposited" to "Fully Applied", and the invoice is marked as "PAID IN FULL," signifying payment reception and application to the invoice. This process also ensures all necessary accounting postings are handled in NetSuite.

This step has no external dependency on jobs running in HotWax Commerce.

SuiteScript

HC_SC_CreateSalesOrderInvoice

Overall sync progress

This is the last step of the order sync. The order lifecycle has been completed.

• Sync new orders from HotWax to NetSuite

  • Sync customers

  • Sync order line items

  • Sync order ids

  • Create customer deposit

• Approve order in HotWax for fulfillment

• HotWax brokering allocates orders

• Sync item allocation to NetSuite for facilities where NetSuite fulfillment is used

• Sync order item fulfillment details from NetSuite to HotWax

• Sync order item fulfillment details from HotWax to NetSuite

• Invoice orders in NetSuite

Order Cancellations

eCommerce platforms like Shopify lets customers cancel orders if they have not yet been fulfilled. Customers can initiate cancellations themselves, or they may request CSRs to cancel their orders. In either case, when an order is canceled on the eCommerce platform, it is marked as "Canceled".

HotWax Commerce runs a scheduled job every 15 minutes to synchronize order cancellations from the eCommerce platform. Upon the successful synchronization of cancellations from eCommerce, the order status is marked as "Canceled", and the payment status is set to "Refunded" in HotWax Commerce. Subsequently, when an order is marked as "Canceled" in HotWax Commerce, this cancellation update is synchronized with NetSuite to close the corresponding order in NetSuite.

Actions

1. A scheduled job in HotWax Commerce Integration Platform runs every 15 minutes and identifies order items that have been canceled in HotWax Commerce. Subsequently, generates a JSON file comprising the canceled order items and places this file at a designated SFTP location.

SFTP Location

/home/{sftp-username}/netsuite/salesorder/update

1. A SuiteScript in NetSuite reads the JSON file from the SFTP location and updates the order status from "Pending Fulfillment" to "Closed" for the affected orders.

SuiteScript

HC_SC_UpdateSalesOrders

When orders are created in NetSuite, corresponding customer deposits are also generated. In cases where an order is canceled, HotWax Commerce initiates a customer refund against the customer deposit in NetSuite to ensure accurate accounting and posting. If only a few items within a order are canceled, the refund is created only for the amount corresponding to the canceled items.

Actions

1. Another scheduled job in HotWax Commerce Integration Platform checks the refunded amount due to order cancellations, generates a JSON file containing this information and places the file at a designated SFTP location.

SFTP Location

/home/{sftp-username}/netsuite/salesorder/customer-refund

1. A SuiteScript in NetSuite reads this file and generates a customer refund against the customer deposit. Upon the creation of the customer refund record, the status of the customer deposit is automatically updated from "Not Deposited" to "Fully Applied".

SuiteScript

 HC_SC_CreateCustomerRefund.js

After an order's items are allocated, the OMS begins syncing them to systems that are responsible for fulfillment of those items. When items are allocated to stores for fulfillment, they show up in the HotWax Store Fulfillment App.

If the facility where an item is allocated uses NetSuite for fulfillment, usually a warehouse, then the OMS syncs those items' allocation with NetSuite.

It's important to remember that if items are not allocated to a NetSuite Facility their allocation is not synced to NetSuite until after fulfillment is complete.

Actions

1. A scheduled job in HotWax Commerce Integration Platform generates a CSV file containing order line items with their respective fulfillment locations and places this file at an SFTP location.

SFTP Location

/home/{sftp-username}/netsuite/salesorder/update

1. A SuiteScript in NetSuite reads this CSV file from the SFTP location and updates fulfillment locations in sales orders by using the task.CsvImportTask of N/task module.

SuiteScripts

Import NetSuite fulfillment item allocations:

HC_SC_UpdateSalesOrders

• Sync new orders from HotWax to NetSuite

  • Sync customers

  • Sync order line items

  • Sync order ids

  • Create customer deposit

• Approve order in HotWax for fulfillment

• HotWax brokering allocates orders

• Sync item allocation to NetSuite for facilities where NetSuite fulfillment is used

• Sync order item fulfillment details from NetSuite to HotWax

• Sync order item fulfillment details from HotWax to NetSuite

• Invoice orders in NetSuite

Order Rejection from NetSuite

If a NetSuite fulfillment location cannot fulfill an order item that has been allocated to them, it is moved to a Rejected Orders facility. The Rejected Orders facility is an "undefined" type of facility, which means it is not mapped to a physical location. A SuiteScript periodically exports all the order items at this facility and places them at an SFTP location.

A scheduled job in HotWax Commerce imports this rejected order item feed and moves those items back to the brokering queue to be reallocated to a new facility.

SuiteScripts

HC_MR_ExportedRejectedSalesOrderItemCSV

SFTP Location

/home/{sftp-username}/netsuite/salesorder/rejectedorderitem

Job in HotWax Commerce

IMP_ORDER_ITM_RJCT

Order Rejection from HotWax Commerce

If an order is rejected from the HotWax Store Fulfillment App with a valid inventory issue reason, then inventory delta's are also pushed to NetSuite. These are the valid inventory variance reasons to be pushed to NetSuite:

• VAR_STOLEN

• VAR_DAMANGED

• VAR_FOUND

SFTP Locations

Inventory variance of actual vs programmatic:

/home/{sftp-username}/netsuite/inventoryadjustment/csv

SuiteScripts

HC_SC_ImportInventoryAdjustment

Gift cards are stored-value cards that carry a value determined at the time of the card's purchase. They are often given as gifts or rewards and are redeemable for products up to the value stored on the card.

Retailers set up both physical and digital gift cards in their eCommerce platform. Both physical and digital gift cards have a unique serial number or GC number that customers need to enter to redeem the card's value.

Learn more about

Physical Gift Cards:

Physical gift cards are tangible cards that customers can buy online or in-store. These cards come with a unique serial number that customers can use to redeem the value stored in the card.

Digital Gift Cards:

Digital gift cards, also known as e-gift cards, are virtual equivalents of physical gift cards. Customers receive them via email or text message along with a unique serial number that they can use to redeem the value stored in the card.

A scheduled job in HotWax Commerce downloads both physical and digital gift card orders from the eCommerce platform like Shopify.

Learn more about

Workflow

Physical Gift Cards

Synchronize Physical Gift Card Orders from HotWax Commerce to NetSuite

The process of synchronizing physical gift card orders from HotWax Commerce to NetSuite remains straightforward like any other order item.

Upon downloading physical gift card orders, HotWax Commerce synchronizes them with NetSuite in the “Created” status. Once these orders are synchronized, they have their status as “Pending Fulfillment” in NetSuite. HotWax Commerce retrieves NetSuite sales order item line IDs and NetSuite sales order IDs. After that HotWax Commerce creates customer deposits in NetSuite in the “Undeposited” status, and approves physical gift card orders in HotWax Commerce.

Approved physical gift card order items are brokered in HotWax Commerce, upon allocation, HotWax Commerce begins syncing them to systems that are responsible for fulfillment of those gift card items.

Fulfillment of Gift Cards in NetSuite

In the event where a fulfillment location where a gift card item is allocated uses NetSuite for fulfillment, usually a warehouse, then the HotWax Commerce syncs those items' allocation with NetSuite.

Item fulfillment records are created in NetSuite against the gift card order items.

As part of the fulfillment process, warehouse fulfillment teams assign a unique serial number to each gift card and load the corresponding value onto it. This ensures that when customers receive their orders, they can easily redeem the value by using the serial number provided on the gift card.

Once the gift card item is prepared and ready to be shipped, the corresponding item fulfillment record is marked as “Shipped” in NetSuite.

Fulfilled order status is updated in NetSuite from “Pending Fulfillment” to “Pending Billing”, subsequently, invoice is auto generated in NetSuite in the status “Paid”, and the customer deposit status is automatically updated from “Not Deposited” to “Fully Applied”.

Once the gift card order item is successfully fulfilled, it is synchronized from NetSuite to HotWax Commerce along with other fulfilled sales orders.

A scheduled job in HotWax Commerce marks physical gift card orders that are fulfilled in NetSuite as “Completed”.

Activation of Gift Cards

A scheduled SuiteScript in NetSuite generates a CSV file containing gift card items, their assigned serial numbers, and values corresponding to the gift card orders. The generated CSV is then placed at an desginated SFTP location.

SuiteScripts

Export NetSuite gift card fulfillment details:

SFTP Location

A scheduled job in HotWax Commerce Integration Platform reads the generated CSV file from the SFTP location, runs transformation and generates a JSON file with the relevant data required for the gift card activation, including, gift card items, their assigned serial numbers, corresponding values in NetSuite.

Finally, once the JSON is prepared, HotWax Commerce Integration Platform initiates gift card activation process in the eCommerce platform. Because most of our customers are using Shopify as their eCommerce platform, in this scenario HotWax Commerce Integration Platform calls Shopify API to activate the gift card.

Job in HotWax Commerce

Gift card activation:

Shopify API

Once the gift card is activated in eCommerce, customers can conveniently redeem it.

Fulfillment of Gift Cards in HotWax Commerce

When a physical gift card item is allocated to stores for fulfillment, they show up in the HotWax Commerce Fulfillment App.

Similar to fulfilling physical gift card orders in NetSuite, as part of the fulfillment process, store associates assign a unique serial number to each gift card and load the corresponding value onto it.

Once gift card order items are successfully fulfilled in stores, a scheduled job in HotWax Commerce synchronizes fulfilled order data to NetSuite.

Upon synchronizing fulfilled orders data, the gift card order status in NetSuite is updated from “Pending Fulfillment” to “Pending Billing”, subsequently, invoice is auto generated in NetSuite in the status “Paid”, and the customer deposit status is automatically updated from “Not Deposited” to “Fully Applied”.

This marks the completion of physical gift card orders in NetSuite.

Activation of Gift Cards

For store allocated orders, store associates initiate the gift card activation directly from the HotWax Fulfillment App.

HotWax Commerce automatically syncs these activation codes to Shopify, so that these gift cards can be activated and redeemed right after customers receive their orders. This activation step ensures that the gift card is fully functional and customers can use the unique serial number they received in their email to redeem the value stored in the gift card.

Digital Gift Cards

Digital gift cards are already in the “Completed” status in HotWax Commerce. HotWax Commerce also synchronizes them with NetSuite so that customer deposits can be created against them and invoices can be generated.

Synchronize Digital Gift Card Orders from HotWax Commerce to NetSuite

A scheduled job in HotWax Commerce Integration Platform generates a CSV file of gift card orders that are in “Completed” status and do not have a NetSuite order item line IDs. This helps make sure that only relevant orders are synchronized to NetSuite and regular orders that are “Completed” in HotWax Commerce are not synchronized again to NetSuite.

A scheduled SuiteScript in NetSuite reads the CSV file from the SFTP location and creates gift card orders in the “Pending Fulfillment” status.

HotWax Commerce retrieves NetSuite sales order item line IDs, NetSuite sales order IDs, and creates customer deposits in NetSuite in the “Undeposited” status.

By default non inventory items like digital gift cards are configured to be not eligible for fulfillment in NetSuite. Therefore digital gift cards are automatically fulfilled in NetSuite and their status updated from “Pending Fulfillment” to “Pending Billing”.

Subsequently, invoice is auto generated in NetSuite in the status “Paid”, and the customer deposit status is automatically updated from “Not Deposited” to “Fully Applied”.

Orders that are in "Created" status in HotWax Commerce are pushed to NetSuite rather than orders that are in "Approved" status. It's important to note the rationale behind this decision.

Initially, we attempted to synchronize approved orders from HotWax Commerce to NetSuite. However, this posed challenges when dealing with orders that contained both available and unavailable inventory items for fulfillment. In such cases, only a partial order could be pushed to NetSuite, causing complications. If the order was partially fulfilled in NetSuite due to certain available items, a subsequent attempt to send the remaining items led to conflicts. NetSuite recognized the initial order as complete and did not accept the remaining partial order, causing system errors and duplication.

To circumvent such complexities and ensure a seamless process, a strategic shift was made. Orders, upon their creation within HotWax Commerce, are designated as "Created" status. It is at this phase that critical order information is captured and assembled into CSV files for transmission to NetSuite. By choosing the "Created" status for order synchronization, HotWax Commerce retains control of the integration process and its sequence of interactions with NetSuite, enhancing accuracy and mitigating errors that arose from attempts to synchronize orders in "Approved" status.

Synchronize Customers from HotWax Commerce to NetSuite

To successfully create a sales order in NetSuite, . If the order contains a new customer not present in NetSuite, the system won't allow the order to be pushed.

Actions

Export customers from HotWax Commerce

1. A scheduled job within HotWax Commerce Integration Platform operates at defined intervals to generate a CSV file comprising customers who have not been synchronized to NetSuite. This job can be configured to run at regular intervals, typically set at an hourly frequency. Customers who haven't been synchronized within the last hour are included in this CSV file and placed at an SFTP location for synchronization with NetSuite.

SFTP Location

Import customers into NetSuite

1. A Scheduled Script in NetSuite is responsible for downloading the CSV file of customers not yet synchronized and utilizes the ImportTask function of the N/Task module. This script processes and creates customer records within NetSuite, ensuring that the necessary customer information is available in NetSuite for order creation.

SuiteScripts

Import new customers from SFTP

Export customers IDs from NetSuite and import into HotWax

1. Once customers are created in NetSuite, a scheduled script exports recently created customers in a CSV file at an SFTP location to be imported by HotWax Commerce.

2. A scheduled job in Hotwax Commerce OMS reads this file from the SFTP location and syncs the NetSuite customer IDs, confirming the customer synchronization in the OMS.

SuiteScripts

Export recently created customers to SFTP

SFTP Location

Job in HotWax Commerce

Import NetSuite Customer IDs from SFTP

Here's how customer fields are mapped in HotWax Commerce and NetSuite

Here's how customer fields are mapped in HotWax Commerce and NetSuite that remain hidden in the user interface but are included in the customer CSV file

• Sync customers

Synchronize Sales Order from HotWax Commerce to NetSuite

Capturing orders in HotWax Commerce initiates the creation of orders in "Created" status. In this step, created sales orders are pushed from HotWax Commerce to NetSuite for further processing.

Export new orders to NetSuite

1. A job within HotWax Commerce Integration Platform generates a CSV file of orders in "Created" status that have not yet been sent to NetSuite and places this file at an SFTP location. When creating this file HotWax Commerce also ensures that the customer already exists in NetSuite using the customer ID saved in the last step.

   The file contains details such as unit prices, order adjustments, and shipping costs, excluding direct tax amounts. HotWax Commerce omits the tax amount from the file and sends tax codes for the individual order items because NetSuite independently computes the taxes based on these codes and applies them accurately to each order item, ensuring precise tax calculations within NetSuite.

Order and Item Discounts

If an order has a discount code applied to it, during order sync to NetSuite, HotWax checks if the applied code is available in NetSuite. If the code is available then the exact code is used and the value of the discount is shared as the Rate. In the event that the code is not available in NetSuite, HotWax will use a default discount code SHOPIFY DISCOUNT along with the value of the discount.

Item-level discounts have special handling as well. They are synced as a separate line item in the order using a SHOPIFY DISCOUNT ITEM item, however, HotWax does not send an order line ID for this item. The amount of the adjustment is added in the Amount field when preparing the CSV for NetSuite and the Price Level is always set to Custom.

Item Price

The price for products is not sent by HotWax when the order syncs to NetSuite. Instead, NetSuite automatically adds the value of the product upon order creation based on the price of the product in NetSuite.

Tax Codes

For retailers that use Avatax, the Tax Code and Shipping Tax Code will always contain AVATAX when sent from HotWax. Avalara Tax calculation will automatically compute taxes on the order in NetSuite when the order is created.

Handling NetSuite file size limits

We've added a limit to how many orders can be synced in one file to NetSuite to ensure the NetSuite file size limit is not breached. NetSuite has a limit of 25,000 rows in one CSV, so if your order volume in one sync duration exceeds this limit, we automatically paginate the file to ensure NetSuite does not reject the file. During pagination, one order should not be split into separate files because this could lead to errors in the order import process in NetSuite. Assuming that most eCommerce orders contain 10 or fewer items, there is an upper limit of 1000 orders per file. This keesp the file size well below NetSuite's limit while also leaving a buffer for orders with more line items.

Though it may seem like this would significantly slow down the order sync, this is not actually the case. All valid orders are still exported from HotWax Commerce at once and then paginated for NetSuite, this means all the order files are available for NetSuite to process and the speed at which they're processed is determined by the configuration of NetSuite used by the retailer. Higher configurations will have faster and more concurrent file process capabilities.

SFTP Locations

Export 'Created' orders with verified customers

1. A scheduled SuiteScript in NetSuite reads this CSV file from the SFTP location and creates sales order records in the "Pending Fulfillment" status using the CSV Import function of the N/Task module.

SuiteScript

Here's how sales order fields are mapped in HotWax Commerce and NetSuite

Here's how sales order fields are mapped in HotWax Commerce and NetSuite that remain hidden in the user interface but are included in the sales order CSV file

Sync Sales Order Item Line IDs from NetSuite to HotWax Commerce

This step syncs NetSuite sales order line item IDs with HotWax Commerce order items. This step helps in mapping and aligning the order line items in HotWax Commerce with their corresponding line item IDs in NetSuite. This synchronization enables a smooth and accurate cross-referencing of items and their relevant details between the two systems. Without syncing order line item IDs, any attempt to update an order item in NetSuite would result in a new order item being created.

Actions

Export order line item IDs from NetSuite

1. A Map Reduce SuiteScript in NetSuite retrieves order line item IDs, generates and places the CSV file at an SFTP location.

SuiteScript

SFTP Location

Import order line item IDs into HotWax Commerce

1. A job within HotWax Commerce OMS imports this CSV file from the SFTP location and associates NetSuite order line item IDs with corresponding order items.

Job in HotWax Commerce

• Sync order line items

Sync Sales Order IDs from NetSuite to HotWax Commerce

This step synchronizes NetSuite sales order IDs with orders in HotWax Commerce for tracking and identification. This step enables cross-referencing and linkage between orders in both systems, paving the way for accurate tracking and management.

The synchronization of Sales Order IDs from NetSuite to HotWax Commerce serves as an indicator that the orders in HotWax Commerce have been successfully integrated into NetSuite. Additionally, it is an essential step for various functions, including the creation of item fulfillment, return authorization, and customer deposit records in NetSuite. *** NOTE

Actions

Export order IDs from NetSuite

1. A Map Reduce SuiteScript in NetSuite fetches pending fulfillment orders, generates a CSV file with internal sales order IDs and places this file at an SFTP location.

SuiteScript

SFTP Location

Import order IDs into HotWax Commerce

1. A job within HotWax Commerce OMS imports this CSV file and associates NetSuite order IDs with corresponding orders.

Job in HotWax Commerce

• Sync order ids

Create Customer Deposit in NetSuite

This step creates customer deposit records in NetSuite for authorized payments of sales orders. Generating a customer deposit in NetSuite is essential to represent authorized payments for orders. This step signifies the initiation of the financial transaction for orders.

Sync status of customer deposits to NetSuite is time-driven, this means that we check the entry date of an order into HotWax Commerce and manage a cursor for the last exported timestamp. If a customer deposit creation fails, it will not be automatically retried because it will have passed the order entry time condition.

To ensure that only applicable customer deposits are created in NetSuite, orders that have been canceled or refunded will not have their deposit created. However, if an order is canceled or refunded after the deposit has been created in NetSuite, it will have to be manually handled by a NetSuite user. HotWax provides a report for all orders that have been canceled or refunded where the customer deposit may need to be dealt with manually.

Actions

Export Customer Deposits from HotWax Commerce

1. HotWax Commerce Integration Platform runs a scheduled job that generates a JSON file comprising of order details with their respective grand totals and places this file at an SFTP location.

SFTP Locations

Export customer deposit for orders with NetSuite order identification

Import Customer Deposits into NetSuite

1. A SuiteScript in NetSuite reads this JSON file from the SFTP location and creates customer deposit records in "undeposited" status. It employs the N/Record module for record creation.

SuiteScript

Approval of Sales Order

This step involves marking orders as "Approved" for further processing and fulfillment. This step ensures that orders are appropriately marked "Approved" once all necessary details and required references are established. This authorization triggers the routing of orders to their designated fulfillment locations.

Actions

A scheduled job within HotWax Commerce Integration Platform validates order items, generates and places the CSV file at an SFTP location. A scheduled job within HotWax Commerce OMS reads this CSV file from the SFTP location and marks order items "Approved".

Approved orders are then processed by the brokering engine in HotWax Commerce for order routing. Following the execution of the order brokering engine, the available inventory for each order item is assessed. Consequently, the brokering engine in HotWax Commerce assigns suitable fulfillment locations to the order items that have inventory available for fulfillment.

After completing these steps, here is how much of the order sync is now complete:

• Sync new orders from HotWax to NetSuite

  • Sync customers

  • Sync order line items

  • Sync order ids

  • Create customer deposit

• Approve order in HotWax for fulfillment

• HotWax brokering allocates orders

• Sync item allocation to NetSuite for facilities where NetSuite fulfillment is used

• Sync order item fulfillment details from NetSuite to HotWax

• Sync order item fulfillment details from HotWax to NetSuite

• Invoice orders in NetSuite

The plays a pivotal role in our integration strategy, significantly enhancing our data retrieval capabilities. This module empowers developers to query data from the NetSuite database, offering the flexibility to create new searches programmatically, with filters and conditions. When conducting dynamic searches, the N/Search module generates a new dynamic SavedSearchId, which can be reused in subsequent processes.

Furthermore, developers can also harness existing SavedSearchIds created through NetSuite's user interface.

The broadens our capabilities by enabling interaction with files within NetSuite. This module allows us to upload files to and read files from the NetSuite File Cabinet or SFTP. Key functionalities of the N/file module include:

File Upload: Easily upload files to the NetSuite File Cabinet, making them accessible within the NetSuite environment.

File Reading: Reading files from the NetSuite File Cabinet or SFTP is a streamlined process with the N/file module, facilitating efficient data retrieval.

Exporting Data from NetSuite

When it comes to exporting data from NetSuite, we have three primary methodologies at our disposal:

Scheduled Suite Scripts with Saved Search and N/File Modules:

• We employ Scheduled Suite Scripts to automate data exports, making use of NetSuite's powerful Saved Search functionality to retrieve the necessary data.

• These scripts utilize the N/File modules to securely place the data in an SFTP server, from where HotWax Commerce jobs can access and process the files.

• However, it's crucial to note that Scheduled Suite Scripts have limitations when it comes to handling large data files. They may halt execution if a script takes more than one hour to run or consumes 10,000 execution units.

Map Reduce Scripts:

• In scenarios where we need to export large volumes of data, we prefer Map Reduce scripts. These scripts also utilize Saved Search to fetch the data.

• The retrieved data is then securely stored in an SFTP server, where HotWax Commerce jobs can access the files.

• Map Reduce scripts are our preferred choice for exporting data from NetSuite in most cases.

Scheduled Suite Scripts with Search Task (N/Task Module):

• In rare instances when Map Reduce scripts are not scalable for exporting data, we resort to Scheduled Suite Scripts combined with the Search Task of the N/Task module.

• The Search Task is remarkably fast; it swiftly searches for the required data and creates files containing millions of records within seconds.

• It stores these files in the NetSuite . However, an additional Scheduled Suite Script is needed to transfer the files from the NetSuite File Manager to the SFTP server, where HotWax Commerce jobs can access them.

Importing Data into Netsuite:

Just as we have methodologies for exporting data, we have three approaches for importing data into NetSuite:

Scheduled Suite Scripts with CSVImport Task (N/Task Module):

• To ensure optimal performance and leverage NetSuite's built-in tools, we use Scheduled Suite Scripts with the CSVImport task of the N/Task module.

• These scripts read data from CSV files and create corresponding records within NetSuite.

Scheduled Suite Scripts with N/Record Module:

• In cases where CSV import tools do not support specific data types, we write Scheduled Suite Scripts using the N/Record module.

• These scripts read data from CSV files and create records in NetSuite. However, they have a limitation and cannot process CSV files with more than 500 records.

Map Reduce Scripts:

• When dealing with the import of large sets of CSV files or CSV files with more than 500 records, we opt for Map Reduce scripts.

• These scripts are designed to read CSV files and create records within NetSuite, making them suitable for managing extensive data imports.

NetSuite's SuiteScript is a scripting language that acts as a pivotal tool for customization and automation. It provides comprehensive application-level scripting capabilities that span both client and server sides. In our integration with NetSuite, HotWax Commerce leverages APIs.

It's worth noting that while NetSuite boasts a plethora of integration tools, our focus here is specifically on those that have played a pivotal role in our integration. Below, we offer an in-depth understanding of SuiteScript 2.X and how it has been instrumental in our integration:

1. JavaScript-Based Customization: SuiteScript is grounded in JavaScript, offering developers the ability to craft custom scripts and functions within the NetSuite environment. These scripts can be invoked manually, triggered by specific events, or on a pre-defined schedule enabling profound customization possibilities.

2. Scheduled Scripts: An essential feature of SuiteScript is the ability to schedule scripts for future execution. Tasks can be submitted for processing at specific times or on a recurring basis, providing a powerful tool for automation and data handling.

3. Data Transformation: Developers can use SuiteScript to transform NetSuite data into different formats and structures. This flexibility ensures that data can seamlessly flow between systems or be presented in a manner that suits the specific needs of the integration.

4. File Operations: SuiteScript extends its reach beyond NetSuite, enabling the reading or writing of files in various formats from external SFTP locations. This functionality plays a crucial role in the exchange of data between systems. We will discuss further on how developers can use file operations in Suite Script.

Types of SuiteScripts

Netsuite supports multiple types of Suite Scripts. We have used two types of scripts in our integration. They are:

Scheduled Script: Scheduled scripts can be run on demand or at predefined intervals on a recurring basis. They are best suited for handling basic information logging or similar tasks. However, they are not well-suited for processing large amounts of records or long-running operations.

Map/Reduce Script: Map/reduce scripts can also be run on demand or at predefined intervals on a recurring basis however they are designed to handle large volumes of data. They are most effective when data can be divided into smaller, independent parts. Map/reduce scripts are well-suited for scenarios where multiple records need processing, and the logic can be divided into lightweight segments.

Modules

Unlocking SuiteScript Capabilities

Modules are at the core of what allows developers to work with NetSuite. Without modules, there would be no such thing as SuiteScript 2.0. SuiteScript 2.0 follows a by organizing its APIs into . This modular approach enhances code reusability and maintainability, ensuring that each script loads only the necessary modules.

Modules contain the API information needed for scripting. There are multiple modules to perform various tasks in NetSuite Suite Script, and in our integration strategy, we have focused on key modules that align with our objectives. We have documented a few of the significant modules that have played a pivotal role in our integration.

These four modules together form the core of our SuiteScript-based integration, offering a comprehensive set of tools to address various aspects of our integration strategy. The strategic selection of modules, including N/task, N/Record, N/Search, and N/file, has played a pivotal role in our integration success, ensuring that our objectives are met efficiently and effectively.

Often, customers come into the store excited to purchase their favorite item, only to find it unavailable in their size or preferred color. When this happens, store associates check stock availability across their network of locations. If the desired item is found elsewhere, they place an order on the customer's behalf for the delivery to their home address.

Downloading send sale orders in HotWax Commerce

Most of our customers opt for Shopify as their eCommerce platform, along with Shopify POS for their POS system. In this scenario, HotWax Commerce downloads send sale orders from Shopify, just like other regular orders.

How are send sale orders different from regular eCommerce orders?

While both send sale orders and regular eCommerce orders are placed to be shipped to the customer's address, the only distinction lies is the sales channel they originate from. Send sale orders are initiated by store associates on behalf of the customer so they have Shopify POS as their sales channel. This sets them apart from regular eCommerce orders, where customers directly place their orders through traditional online channels.

As discussed above, despite the fact that send sale orders originate from the POS sales channel, their treatment remains same as regular orders. A scheduled job in HotWax Commerce downloads all new orders, including send sale orders from Shopify, so that they can be brokered and fulfilled. Consequently, upon download, these orders are automatically assigned the default "Created" status in HotWax Commerce.

Send sale orders in the “Created” status are then synchronized to NetSuite for further processing.

Workflow

Synchronizing send sale orders to NetSuite

The process of synchronizing send sales orders from HotWax Commerce to NetSuite also remains the same. The created orders feed generated by the HotWax Commerce Integration Platform contains new orders in the "Created" status, including send sale orders to sync to NetSuite.

The steps discussed in the synchronization of sales orders from HotWax Commerce to NetSuite are followed to sync send sale orders:

• Sync new orders from HotWax to NetSuite

  • Sync customers

  • Sync order line items

  • Sync order ids

  • Create customer deposit

• Approve order in HotWax for fulfillment

• HotWax brokering allocates orders

• Sync item allocation to NetSuite for facilities where NetSuite fulfillment is used

• Sync order item fulfillment details from NetSuite to HotWax

• Sync order item fulfillment details from HotWax to NetSuite

• Invoice orders in NetSuite

HotWax Commerce also synchronizes POS completed orders to NetSuite as cash sales. So, once send sale orders are “Completed” in HotWax Commerce, how does HotWax Commerce ensure that they are not synchronized to NetSuite again as regular POS completed orders?

As outlined in the POS sales synchronization process, three criteria are checked when syncing POS completed orders to NetSuite as cash sales: the order status must be "Completed," the sales channel should be identified as POS_Channel, and the shipping method should be POS_COMPLETED. Given that send sales orders have their shipping method set as standard, they are excluded from being synchronized to NetSuite as POS completed orders.

Integrating data between NetSuite and HotWax Commerce is a critical aspect of our system, and it's accomplished through a well-thought-out methodology.

We have adopted batch-process integration methodology instead of using real-time based REST APIs. While REST APIs offer real-time data processing capabilities, they often introduce latency and potential data leaks in scenarios where data volumes are high. We've consciously chosen batch process based integration methodology over REST APIs for its reliability, scalability, and the assurance it offers in terms of data integrity and error handling. This approach minimizes risks associated with real-time processing, guaranteeing seamless and efficient data integration.

In this section, we'll delve into the methodologies we employ to import and export data between these two platforms.

Inventory Synchronization of Bundles from NetSuite to HotWax Commerce

Integration with NetSuite simplifies the inventory synchronization of bundles in HotWax Commerce. As NetSuite shares a daily morning feed of the inventory of products, it includes the inventory for bundles as well.

Automatic Inventory Management of bundle

NetSuite independently manages the inventory of bundles by considering the lowest common denominator among their components. For example: if a bundle comprises a belt and a wallet, where the belt's inventory is 7 and the wallet’s inventory is 10, the inventory of bundles aligns with the lowest available quantity, which becomes 7.

Multi-Location Inventory Handling

NetSuite operates similarly to HotWax Commerce in calculating the inventory of bundles across multiple locations, considering the availability of components at each location. If all bundle components are available at a single location, NetSuite considers the inventory of bundles for that specific location. For instance, imagine a bundle consisting of a belt and wallet distributed across various locations:

• Times Square Store: 5 Belts

• Brooklyn Store: 10 Wallets

• Broadway Store: 3 Belts and 7 Wallets

NetSuite calculates the inventory of a bundle by computing the lowest available quantity within a single facility. As a result, NetSuite will push an inventory of 3 to HotWax for this bundle, reflecting the available quantity of the scarcest component at one location in the bundle.

Post-Inventory Computation Handling

After NetSuite's inventory calculation for bundles, NetSuite synchronizes the inventory of the bundles to HotWax Commerce like other products’ inventory

Order Synchronization of bundles from HotWax Commerce to NetSuite

When syncing an order containing a bundle to NetSuite, only the bundle's product ID is sent. NetSuite does not require bundle component details as retailers already have bundle-component associations set up within NetSuite to simplify the import process.

Bundle Order Fulfillment Updates from NetSuite to HotWax Commerce

When the bundle is fulfilled from a location in NetSuite, HotWax Commerce receives the bundle's ID in the fulfilled order feed from NetSuite. Processing this information, HotWax Commerce marks both the bundle and its components as fulfilled, ensuring accurate fulfillment status within the eCommerce system.

Default Formats

• Date Format: 'M/D/YYYY'

• Time Format: hh:mm AM/PM

Verification Process

• For Date Format: a. Log in to NetSuite. b. Navigate to Setup > General preferences > Company c. Verify the date format under the Date/Time Format section.

• For Time Format: a. Log in to NetSuite. b. Navigate to Setup > General preferences > Company c. Verify the time format under the Date/Time Format section.

Verification Steps

1. Date Format:

   • Check the default NetSuite date format, 'M/D/YYYY.'

   • If changed, share the updated format with the HotWax integrations team.

   • Ensure the HotWax integrations team adjusts the date format in CSV imports for entities like sales orders, cash sales, and inventory adjustments.

2. Time Format:

   • Confirm the default NetSuite time format is 'hh:mm AM/PM.'

   • If modified, update all export map/reduce SuiteScripts.

   • Ensure these adjustments align with the client's last run date-time data.

By following these steps, you can easily check and verify the NetSuite date and time formats, ensuring accurate communication with the HotWax integrations layer and seamless data handling in export processes.

This document will take you through all the steps of deploying a NetSuite integration with HotWax Commerce for all the supported flows.

Begin by following the steps of installing the custom NetSuite app created by HotWax that loads synchronization scripts and custom fields that are necessary to set up the integration.

Before configuring any jobs for data synchronization, make sure to complete all the steps mentioned in the Prerequisites section. Skipping the prerequisites may lead to some flows failing.

Once all base configurations are complete, you’re ready to start setting up flows between the two systems. Flows are largely independent of each other. The only required flow to setup being moving forward is the product and inventory flow since products and inventory sync is required for all other flows to work properly.

Install SDF Bundle

Navigate to SuiteBundler

• From the Home dashboard, go to the Customization tab in the main menu.

• Choose SuiteBundler > Search & Install Bundles > List.

• Click on the New button.

Create a New Bundle

• Enter the unique name for the bundle: SFTP Connection Tool - Password GUID and press enter.

• Instantly view the new bundle in the search results.

Open Bundle Details and Install

• Click on the result SFTP Connection Tool - Password GUID to access the Bundles detail page.

• Click on the Install button (both Install buttons are functionally identical).

• Confirm the installation.

Monitor Installation Status

• Search for your bundle and observe its status; if it's pending, patiently wait.

• If necessary, navigate through pages to check the installation progress.

Retailers often use different return options, such as store credit, replacement, refund, and exchange, to accommodate varying customer requests and preferences.

In the context of returns, an exchange refers to a transaction in which a customer returns a purchased item and, instead of receiving a refund or store credit, opts to swap the returned item for a different product. This lets the customer exchange the initially purchased item for another one.

Exchanges can be handled in various ways by different retailers, each employing unique processes.

Different Approaches for Handling Exchanges

1. Zero Amount Exchange Orders:

   Retailers can process exchange orders by creating an exchange order with a zero amount, where the order item total is equal to the item total of the original order. So in this case no amount needs to be refunded to the customer.

2. Store Credit:

   Retailers can issue a store credit to a customer for the amount that is equal to the returned order item, and use this store credit against the new exchanged item.

3. Integrated Platform Approach:

   Many retailers use platforms where eCommerce, OMS, Return Management System (RMS), and Accounting can be managed in one single platform. In such cases, they can easily unlink the payment reference from the original order and apply it to the exchanged order.

4. Separate Systems:

   Many retailers also use a separate Return Management System along with independent eCommerce, OMS, and Accounting Systems.

   For example, customers we have worked with, use Shopify as their eCommerce platform, NetSuite as their ERP system, Loop as their RMS, and HotWax Commerce as their OMS.

   In this setup here is how exchanges work:

   As returns are initiated in Loop, it is also responsible for creating exchange orders in Shopify, whether they take place in-store or online. Loop treats the new order in Shopify as an entirely separate order that is only linked to the original order through references in extended fields.

   When the customer completes their exchange process, Loop marks the original order as returned in both Shopify and NetSuite. Additionally, marks payment as refunded in NetSuite. Refunds in Shopify are intentionally not processed, because Loop uses the pending refund amount as a discount on the new order created as a replacement for the original order.

   If the new order total is less than the pending refund amount, then the leftover refund amount is processed as a refund on Shopify based on the customer's selected preference which could be either store credit or the original payment method. In the event that the new order total exceeds the pending refund amount, the outstanding balance will be captured from the customer.

Data Flow

Synchronize Web Exchanges to NetSuite

Exchange orders that are created in Shopify are imported into HotWax Commerce just like regular sales orders. Given that exchanges are created by Loop in Shopify, they are assigned the sales channel Loop Exchange within Shopify. Consequently, all exchange orders imported into HotWax Commerce have a Loop Exchange sales channel as well.

When it comes to pushing sales order data from HotWax Commerce to NetSuite, the handling of all web orders remains consistent irrespective of the sales channel they originate from. The generated order feed from HotWax commerce is also generic, similar to that of regular orders. This means that HotWax can synchronize web exchange orders to NetSuite in the same manner it synchronizes regular orders.

More specifically, for all web exchange orders, the sync for Customers, Sales Order Item Line IDs, Sales Order IDs, Order Allocation, and Fulfillment remains consistent between HotWax Commerce and NetSuite.

However, there are certain distinctions to note:

• References to the original order stored in Shopify notes are saved in HotWax Commerce as a communication event and subsequently sent to NetSuite as a memo on the order.

• Exchange orders have a discount code labeled loop-discount applied to them. This discount code is also present in NetSuite. Consequently, HotWax Commerce ensures that the exchange order is synchronized to NetSuite with this exact code, with the discount amount shared as the Rate.

• All exchange orders have a discount code applied to them. When the amount of the exchange order item is the same as that of the original order item, the value of the exchange order becomes zero due to the applied discount. In these instances, there is no need to create customer deposits in NetSuite. In the event the value of an exchange order item exceeds the value of the original order item, customer deposits should be created in NetSuite to reflect the authorized payments.

Since our current customers are not capturing additional payments for exchanges in Shopify, payment preferences are not being created in HotWax, and subsequently, customer deposits are not being generated in NetSuite.

In the event, payments are captured in Shopify and payment records are created in HotWax Commerce, customer deposits should also be created in NetSuite.

Restocking Item from the Original Order

Exchanges involve returning a purchased item for a different product. Therefore, it’s crucial to restock the inventory from the original order.

Upon physically receiving the returned inventory from the original order, NetSuite generates item receipt records and updates the inventory count accordingly. Subsequently, HotWax Commerce synchronizes these item receipt records from NetSuite and accurately updates the inventory count.

Synchronize POS Exchanges to NetSuite

Exchange orders that are created in Shopify POS are imported into HotWax Commerce just like regular POS sales. Given that POS exchanges are created by Loop in Shopify, they are assigned the sales channel Loop Exchange within Shopify. Consequently, all POS exchanges imported into HotWax Commerce have a Loop Exchange sales channel as well.

POS exchange sales are similar to other POS sales as both transactions are recorded within the physical store.

When POS sales are downloaded in HotWax Commerce, POS sales have a Completed order status, the sales channel is set to POS\_Channel, and the shipping method is set to POS\_COMPLETED.

While, in the case of POS exchange sales, although they also have a Completed order status, their sales channel is Loop Exchange. Due to this distinction, HotWax Commerce is unable to assign their shipping method as POS_COMPLETED. Instead, it is designated as Two-Day Shipping as default.

Because of these distinctions between POS sales and POS exchange sales, HotWax Commerce generates a separate feed to sync POS exchange orders to NetSuite.

How HotWax Commerce identifies POS exchange sales to sync to NetSuite:

• The order status is Completed

• The sales channel is Loop Exchange

• The NetSuite order identification is absent. This condition also helps make sure that in-store exchange orders are segregated from web exchange orders and these orders are not sent to NetSuite twice.

As previously discussed, the synchronization of POS sales from HotWax Commerce to NetSuite involves the creation of Cash Sale records. All the eligible POS exchange sales are then synchronized to NetSuite just like any other POS sales and Cash Sales are created in NetSuite for POS exchange sales.

Restocking Item from the Original Order

When an item from the original order is returned on Shopify POS, HotWax Commerce downloads the return data, including the facility ID where the returned items are received. If the restocking flag is enabled, HotWax Commerce also restocks the inventory based on the captured facility ID.

In omnichannel retailing, retailers provide customers with the options for online returns as well as in-store returns.

Web Returns

For customers who favor the convenience of online shopping, initiating returns from the retailer's eCommerce website or app proves most suitable. This approach is particularly beneficial for those residing far from physical store locations or looking for the ease of requesting returns from their homes.

Scenarios where web returns are accepted:

• Buy Online Return Online (BORO): Customers initiate online returns for their eCommerce orders.

• Endless Aisle Return Online (EARO): Customers initiate online returns for their in-store ordered items which they received home delivery for.

Retailers we work with, use Shopify as their eCommerce platform, NetSuite as their ERP system, Loop as their RMS, and HotWax Commerce as their OMS. When synchronizing web returns to NetSuite, some opt to use Loop as middleware, while others leverage HotWax Commerce for this. Let's explore how these two distinct approaches work:

Synchronizing Web Returns to NetSuite when Loop is used

Initiate Returns in Shopify and NetSuite

Loop being an RMS, lets customers directly initiate returns against their web orders. Once the return is initiated by the customer, Loop creates the return in Shopify.

To synchronize returns from Loop to NetSuite, many retailers use the Novamodule Integration App. When returns are created in Shopify, Loop simultaneously generates an RMA in NetSuite using the Novamodule Integration App, which gives the warehouse a heads-up that the order item will be coming back.

It's crucial to note that refunds against the RMA will only be processed once customers have shipped their order item, its receipt has been processed in the warehouse, item receipt records have been created in NetSuite and this information has been synchronized to Shopify.

Process Refunds in Shopify

Upon physically receiving the item against the RMA, item receipt records are created in NetSuite and the returned inventory is restocked. Loop reads these item receipt records and initiates a refund to the customer. This process marks the completion of returns in Shopify, with the order item marked as returned and payment as refunded. Loop also marks the order item as returned and the payment as refunded in NetSuite.

Import Returns in HotWax Commerce

A scheduled job in HotWax Commerce then proceeds to download returns from Shopify. Once downloaded, the order item is marked as returned, and payment as refunded. These returns are not synchronized from HotWax Commerce to NetSuite as they are already synced from Loop to NetSuite using the Novamodule Integration App.

Export Item Receipts from NetSuite

When downloading returns from Shopify, HotWax Commerce does not restock the inventory even if the restocking flag is enabled on Shopify because HotWax Commerce lacks visibility into the specific location where the inventory is received.

A scheduled SuiteScript in NetSuite retrieves item receipt records, generates a CSV file, and places this file at an SFTP location from where HotWax Commerce can read this data.

Import Item Receipt Records in HotWax Commerce

A job within HotWax Commerce OMS imports the item receipt records CSV file and restocks inventory for corresponding returns. This ensures that the restocked inventory is accurately updated at the facility in HotWax Commerce.

Synchronizing Web Returns to NetSuite when HotWax Commerce is used

The only difference in this approach is that instead of Novamodule, retailers use HotWax Commerce to synchronize returns to NetSuite.

The process of initiating returns using Loop in Shopify remains unchanged, even when HotWax Commerce is leveraged to synchronize returns to NetSuite. Loop lets customers directly initiate returns against their web orders. Once the return is initiated by the customer, Loop creates the return in Shopify.

Import Returns in HotWax Commerce

A scheduled job in HotWax Commerce is responsible for fetching web returns generated in Shopify.

These returns should then be synchronized to NetSuite for further processing. There are two methods for pushing web returns to NetSuite:

1. Third-Party Integration Platform: HotWax Commerce gives a feed of returns that a dev team of retailers can use and transform it as per the specification and file format expected by NetSuite or any third-party ERP system.

2. HotWax Commerce Integration Platform: Alternatively, HotWax Commerce Integration Platform offers integration with NetSuite where web returns can be synced to NetSuite.

Export Returns from HotWax Commerce

A scheduled job within HotWax Commerce Integration Platform transforms the returns feed as per the specification and file format expected by NetSuite, generates a CSV file, and places this file at an SFTP location.

Import Returns in NetSuite

A scheduled SuiteScript in NetSuite reads this CSV file from the SFTP location and generates an RMA.

Export Item Receipt Records from NetSuite

Upon physically receiving the order item shipped by the customer at the warehouse, item receipt records are generated in NetSuite against the RMA, and inventory is restocked. Subsequently, a scheduled SuiteScript retrieves these records, generates a CSV file, and places this file at an SFTP location from where HotWax Commerce can read this data.

Import Item Receipt Records in HotWax Commerce

A job within HotWax Commerce OMS imports the item receipt records CSV file and restocks inventory for corresponding returns.

Export Item Receipt Records from HotWax Commerce

Once the order item has been received, refunds should be issued to the customer.

To facilitate this, a scheduled job in HotWax Commerce is responsible for synchronizing the item receipt records to Shopify. Once Shopify receives this information, it proceeds to issue the refund to the customer and marks the corresponding order item as returned and payment refunded.

Automated Status Updates

Once returns are completed in Shopify, a scheduled job in HotWax Commerce also marks the order item as returned and updates the payment by marking it as refunded. Subsequently, the order item is marked returned and the payment as refunded in NetSuite.

POS Returns

Customers who live near a brick-and-mortar store or those who prefer to get instant refunds opt for returning their purchases directly in-store.

Scenarios where POS returns are accepted:

• Buy In-Store Return In-Store (BISRIS): Customers return their in-store purchases to a nearby store location.

• Buy Online Return In-Store (BORIS): Customers directly return their online purchases to a nearby store location.

• Endless Aisle Return In-Store (EARIS): Customers return orders made through an endless aisle feature, such as items ordered in-store for home delivery, to a nearby store location.

Retailers we work with, use Shopify POS as their POS system, NetSuite as their ERP system, Loop as their RMS, and HotWax Commerce as their OMS. Some retailers initiate in-store returns using the Loop Returns POS App, while others opt to use their Shopify POS system. Let's explore how these two distinct approaches work:

Synchronizing POS Returns to NetSuite when Loop POS is used

Loop Returns POS App provides an intuitive interface to create POS returns.

When it comes to in-store returns, because customers return their order items directly at the store location, the receiving of the order item and the processing of refunds happen simultaneously.

Create Returns in Shopify and NetSuite

Once the POS returns are accepted and completed in Loop, it syncs them with both Shopify POS and NetSuite.

Loop creates returns in Shopify POS, marks the order item as returned and payment as refunded. Subsequently, the inventory is restocked against the received order item.

Loop with Novamodule also directly creates a Cash Sale return in NetSuite, marks the order item as returned, payment as refunded and generates item receipt records. Subsequently, the inventory is restocked against the created item receipt.

Import POS Returns in HotWax Commerce

A scheduled job in HotWax Commerce downloads these returns from Shopify POS, including the facility ID where the returned items are received. Subsequently, HotWax Commerce marks the item as returned and payment as refunded. If the restocking flag is enabled, HotWax Commerce also restocks the inventory based on the provided facility ID.

As POS returns are already synced to NetSuite by Loop, they are not synced again by HotWax commerce.

Synchronizing POS Returns to NetSuite when Shopify POS is used

Leveraging Shopify POS for in-store returns ensures that store associates are not required to navigate through a separate interface to handle them.

Import POS Returns in HotWax Commerce

When POS returns are accepted within the store and completed, a scheduled job in the HotWax Commerce integration platform fetches all returns and exchanges from Shopify and generates a returns and exchanges feed. Another job reads and transforms this feed, sorting returns and exchange orders into different folders on the SFTP server.

Two independent jobs in HotWax Commerce process these orders:

• The Create Return Order job downloads the returns from the SFTP path.

• The Create Exchange Order job downloads the exchanges.

Export POS Returns from HotWax Commerce

A scheduled job in the HotWax Commerce Integration Platform generates a CSV file of POS returns and places this file at an SFTP location.

Import POS Returns in NetSuite

A scheduled SuiteScript in NetSuite reads this CSV file from the SFTP location, and generates a Return Merchandise Authorization (RMA) to track the returned items. Following this, a credit memo is generated to record the financial transaction associated with the refund. The credit memo details the total amount to be refunded to the customer.

Handling of Multiple Scenarios

When returning an item a customer can also opt to take the exchange item against it. The exchange item may be of higher value than the original item or may be of lesser value. Learn more about how HotWax commerce handles exchanges on an order.

In the dynamic world of eCommerce, the efficient fulfillment of online sales orders is a critical aspect of a retailer's success. When online orders are placed via e-Commerce platforms like Shopify, they need to be quickly processed and fulfilled to meet promised delivery timelines while optimizing operational costs.Online orders placed on platforms like Shopify are downloaded into the HotWax Commerce for processing and fulfillment. HotWax Commerce plays a pivotal role in this process by seamlessly routing orders to the most suitable fulfillment locations. The decision is based on factors such as inventory availability, cost, and time, ensuring efficient order processing.

Upon arrival in HotWax Commerce, orders are initially flagged as "created," awaiting further processing. The pivotal step follows as these orders are pushed into Netsuite ERP for creation, ensuring that all essential order information, including order IDs, is accurately transmitted. This synchronization process typically takes no longer than 30 minutes per order, ensuring a swift transition into Netsuite.

After creation in Netsuite, the system communicates back to HotWax Commerce, confirming the successful integration and prompting a transition of the order to an "approved" state within HC. At this juncture, the order is deemed ready for allocation, where it is assigned to a specific location within the inventory network, facilitating the subsequent fulfillment process.

While the synchronization process is efficient, it is also scalable to accommodate varying order volumes. HotWax Commerce can handle up to 600 orders per 15-minute interval, and by strategically batching orders, this capacity can be further augmented to approximately 1200 orders within a 30-minute timeframe. Despite potential fluctuations in processing times during peak periods, typically taking around 45 minutes to 1 hour 20 minutes, the integration mechanism ensures that orders are seamlessly synchronized between Shopify and Netsuite ERP.

The flow of order and fulfillment information in the sales order integration varies depending on the responsibilities a retailer has designated to NetSuite. Oftentimes NetSuite is used for is accounting and GL posting functionalities with all fulfillment happening in external systems such as a 3PL, dedicated WMS system, or specialized fulfillment software in stores. Other times retailers may be using NetSuite’s fulfillment capabilities as well, usually in their main warehouse. While most parts of the order sync remain the same, the stage at which order item allocation is pushed to NetSuite varies based on NetSuite’s fulfillment responsibilities.

Here is the NetSuite Order Lifecycle Business Process Model that provides step by step overview of how the sync works before we dive into elaborate details.

NetSuite Order Lifecycle BPM

Most of our customers use Shopify as their eCommerce platform along with NetSuite as their ERP and warehouse fulfillment solution. Therefore, to explain the NetSuite Order Lifecycle BPM, we have taken Shopify as the eCommerce platform, NetSuite as the ERP and warehouse fulfillment solution, with HotWax Commerce as the Order Management System.

1. Download Orders in HotWax Commerce

Customers place their online orders on Shopify. HotWax Commerce being an Order Management System, downloads new orders from Shopify so that they can be further processed. By default these orders are assigned a “Created” status in HotWax Commerce.

2. Synchronize Orders to NetSuite

A dedicated job in HotWax Commerce prepares and exports a feed of orders marked as "Created" to NetSuite.

NetSuite's SuiteScript then consumes this order data, generating orders in the "Pending Fulfillment" status.

3. Synchronize Orders ID and Item Line IDs to HotWax Commerce

HotWax Commerce ensures confirmation of successful order item synchronization with NetSuite. To achieve this, a dedicated job in HotWax Commerce downloads NetSuite's internal IDs, while another job downloads NetSuite's item line IDs. This process also triggers multiple actions in HotWax Commerce and NetSuite:

• A scheduled job in HotWax Commerce creates customer deposit records for corresponding orders in the "Undeposited" status in NetSuite.

• A scheduled job in HotWax Commerce updates the order status from "Created" to "Approved" in HotWax Commerce.

4. Order Brokering in HotWax Commerce

Now that orders have been approved, they are automatically sent to the Brokering Queue which serves as a waiting area for orders awaiting processing. Orders in the brokering queue are analyzed and picked in the brokering run.

In the brokering run, the order routing engine looks for the best fulfillment location to fulfill orders from.

Learn more about order brokering and routing

In the event where an order is routed to a warehouse fulfillment location, HotWax Commerce synchronizes allocation details to NetSuite.

When items are allocated to stores for fulfillment, they automatically show up in the HotWax Commerce Store Fulfillment App.

5. Orders Allocated to Warehouse

A dedicated job in HotWax Commerce synchronizes order line items with their respective fulfillment locations to NetSuite.

NetSuite’s SuiteScript consumes this feed and updates fulfillment location on corresponding orders.

When the warehouse fulfillment team begins the fulfillment of the order item, an item fulfillment record is created in NetSuite. As soon as the item is picked, packed and shipped multiple actions take place in NetSuite:

• The item fulfillment record is marked as “Shipped”.

• The initial order status is updated from “Pending Fulfillment” to “Pending Billing”.

• Finally, once the invoice is auto generated in the "Paid" status, the order status is updated from “Pending Billing” to “Billed”. This marks the completion of the order lifecycle in NetSuite.

Fulfillment Failure

In the event where a fulfillment team is unable to find an order item to be fulfilled, they reject that specific order. A scheduled job in HotWax Commerce imports the rejected order item feed from NetSuite. Subsequently, all rejected orders are moved to the rejected queue in HotWax Commerce so that they can be rebrokered and allocated to a new fulfillment location.

6. Order item shipped

NetSuite's script exports item fulfillment records marked as "Shipped". A scheduled job in HotWax Commerce consumes this feed, and following actions take place:

• The fulfillment status of the corresponding order item in HotWax Commerce is updated to "Shipped".

• The order status is automatically updated from "Approved" to "Completed" in HotWax Commerce.

5. Orders Allocated to Store

Now, let's see what happens when orders are allocated to a store location instead of the warehouse.

Fulfillment teams at the store prepare online orders for shipment.

• Upon successful picking of an order item, the fulfillment status is changed to "Picked".

• Once the item has been packed, the fulfillment status is updated to "Packed".

• Finally, when an order item is marked as shipped in the Store Fulfillment App, the fulfillment status is then updated to "Shipped".

6. Order item shipped

When all items of an order are marked “Shipped” in the Store Fulfillment App, the order status is automatically updated from “Approved” to “Completed” in HotWax Commerce.

In HotWax Commerce, a scheduled job prepares and exports a feed containing order items marked as "Shipped". NetSuite’s script consumes these records and multiple actions take place:

• The item fulfillment record is created amd marked as “Shipped”.

• The initial order status is updated from “Pending Fulfillment” to “Pending Billing”.

• Finally, once the invoice is auto generated in the "Paid" status, the order status is updated from “Pending Billing” to “Billed”. This marks the completion of the order lifecycle in NetSuite.

7. Synchronize fulfillment updates to eCommerce

Once an order reaches the "Completed" status in HotWax Commerce, a scheduled job in HotWax Commerce sends the tracking details to Shopify and marks the orders as “Fulfilled”.

This process remains consistent regardless of whether the order fulfillment is performed in NetSuite or the Store Fulfillment App.

When an order is marked "Completed" in HotWax Commerce, either through the fulfillment feed from NetSuite or the Store Fulfillment App, HotWax Commerce automatically identifies these completed orders and marks them as "Fulfilled" in Shopify.

Overview of how sync works:

• Sync new orders from HotWax to NetSuite

  • Sync customers

  • Sync order line items

  • Sync order ids

  • Create customer deposit

• Approve order in HotWax for fulfillment

• HotWax brokering allocates orders

• Sync item allocation to NetSuite for facilities where NetSuite fulfillment is used

• Sync order item fulfillment details from NetSuite to HotWax

• Sync order item fulfillment details from HotWax to NetSuite

• Invoice orders in NetSuite

Designating NetSuite Fulfillment Locations

When setting up a facility on HotWax, retailers choose if fulfillment is run by NetSuite. If a facility uses NetSuite for fulfilling orders, HotWax effectively treats NetSuite as the WMS of that facility. So when order items are allocated to that facility, HotWax pushes those items' allocation details to NetSuite and fetches there fulfillment details from NetSuite as well.

If a retailer already has their 3PL integrated with NetSuite, they can choose to configure it in the OMS as a NetSuite fulfillment location. This will allow them to continue to use their pre-built integration without having to integrate the 3PL directly with the OMS.

Why this is important

HotWax by default does not sync item allocation details to NetSuite for items until they are fulfilled. While this may seem like a lag in our integration, it important for maintaining simplicity in the integration. With distributed order routing its common for items to be allocated and rejected from fulfillment multiple times, so the first allocation is not always final. If we were to sync item allocation to NetSuite for all items as soon as they were allocated, we'd also have to update the allocation every time it changed in the OMS. Syncing allocation information early on to NetSuite even when it's not used for fulfillment also introduces the opportunity for accidental fulfillment from NetSuite which is avoided entirely by not posting allocation information until fulfillment is completed.

These reports play a crucial role in ensuring order synchronization across Shopify, HotWax, and NetSuite.

Missing Order Attribute Report

The Missing Order Attribute Report is a vital tool for tracking order synchronization. By monitoring the presence of essential attributes, it identifies orders lacking crucial information, ensuring a seamless synchronization process. This report enables proactive resolution of discrepancies, preventing any orders from failing to synchronize effectively.

In the NetSuite context, the report ensures accurate order synchronization by verifying essential attributes. By highlighting orders lacking these attributes, it prevents synchronization issues, providing assurance that orders seamlessly integrate with NetSuite.

Canceled Order Report

The Canceled Order Report provides a comprehensive tracking mechanism for all orders that have entered the OMS and subsequently been canceled. This report ensures a systematic record of cancellations, offering visibility into the cancellation process.

In the context of NetSuite, the Canceled Order Report becomes important due to the non-automatic synchronization of cancellations by HotWax. This report ensures that canceled orders align with expectations in NetSuite, whether through Celigo or NetSuite user actions. By using this report, organizations leveraging NetSuite gain a proactive means to verify and reconcile cancellation records, preventing discrepancies. This meticulous approach contributes to the accuracy of cancellation data across systems, enhancing the reliability of financial and operational records within NetSuite.

Product Without NetSuite ID Report

The Product Without NetSuite ID report identifies products that have been synchronized from Shopify to the OMS with an expectation that NetSuite should have corresponding entries for all these products. However, instances may arise where legacy data in Shopify is not present in NetSuite. This discrepancy has the potential to disrupt the synchronization in product-based workflows between Shopify, the OMS, and NetSuite. Addressing the products without NetSuite IDs is crucial to maintain the integrity of data across platforms and ensure a seamless synchronization process, preventing any potential disruptions in the flow of product information between the systems.

Customers Without NetSuite ID Report

The Customers Without NetSuite ID report identifies instances where customer records synchronized from Shopify to the OMS lack corresponding entries in NetSuite. To address this, the OMS creates new customers in NetSuite, ensuring the integrity of customer data across platforms. This report provides an overview of customers without NetSuite IDs, offering valuable insights into the synchronization status and enabling timely corrective actions. By maintaining consistency in customer data, this approach contributes to a seamless and reliable integration between Shopify, the OMS, and NetSuite.

Allocation Pending Report

The Allocation Pending Report displays orders assigned to facilities that currently lack sufficient inventory for immediate fulfillment. Monitoring the orders and items listed in this report is essential for initiating replenishment actions at the store. By doing so, retailers can ensure that inventory levels are maintained adequately, facilitating the successful completion of fulfillment for the identified orders.

NetSuite serves as the central system of record for tracking product inventories across various retail locations. Inventory transactions in Netsuite, encompassing the creation and reception of purchase orders (POs) in warehouses, as well as the fulfillment of online orders from these warehouses, are vital components for maintaining real-time and precise inventory records.

However, while HotWax Commerce receives frequent updates regarding online orders fulfilled from the warehouse using NetSuite, it does not receive regular updates on new inventory arrivals in the warehouses in response to purchase orders. This discrepancy causes HotWax Commerce to fall out of synchronization with inventory data of NetSuite.

To ensure that HotWax Commerce remains continually synchronized with the latest inventory information, the daily synchronization of inventory data is paramount. This synchronization process revolves around the extraction of inventory data from NetSuite and the subsequent update of HotWax Commerce's inventory records. This process is typically scheduled during off-peak hours, often taking place in the late hours of the night or in the early morning.

Key Objectives

• Automate the daily synchronization of inventory data from Netsuite to HotWax Commerce.

• Ensure that HotWax Commerce reflects the most recent inventory numbers, as recorded in NetSuite.

Actions

1. A Scheduled Script, equipped with the capability to utilize the Search Task from the N/task module, is executed. The objective of this script is to retrieve inventory records for all products stored within NetSuite. This is achieved through the execution of a saved search, specifically tailored for this purpose. Once the search is complete, the script generates a CSV file containing the inventory data and puts it within NetSuite's File Cabinet.

SuiteScript

HC_generateCSV_InventoryItems

1. A secondary Scheduled Script is triggered, which is responsible for retrieving the CSV file generated by the previous script from NetSuite's File Cabinet and subsequently relocating it to the designated SFTP location. An essential aspect to consider is that a 15-minute time gap is introduced between these two scripts. This delay is introduced to allow the asynchronous task, internally generated by NetSuite when executing the Search Task function of the N/Task module, to complete. Without this interval, the second script might run before the asynchronous task finishes, leading to an empty folder in NetSuite File Cabinet. This script not only transfers the files but also archives them from the NetSuite File Cabinet.

SuiteScript

HC_uploadCSV_InventoryItems

SFTP Locations

/home/{sftp.user}/netsuite/inventoryitem/csv

1. The final step in the workflow involves a scheduled job within HotWax Commerce OMS. This job is responsible for reading the Inventory Sync CSV files from the SFTP location. It utilizes this data to reset the inventory numbers for products within the HotWax Commerce system.

Job in HotWax Commerce

Import inventory
FTP Config: RESET_INVENTORY

Why Search Task

In this particular use case, we have employed the Search Task function of the N/Task module for exporting inventory data from NetSuite. This approach is distinct from other scenarios where we utilized Map Reduce scripts and regular saved searches using the N/Search module. Our decision to implement Search Task for this specific purpose is based on our practical experience with various methods of exporting data from NetSuite, which revealed compelling reasons for this choice:

Handling Extensive Inventory Records

Initially, we attempted to synchronize inventory data from NetSuite to HotWax Commerce using Suite Script with a standard saved search through the N/Search module. However, this approach proved to be impractical when dealing with a high volume of inventory records. The script execution time exceeded the maximum threshold of one hour for Scheduled Scripts. NetSuite's documentation reinforced that SuiteScript is best suited for handling smaller data sets, making it evident that an alternative approach was required.

Efficiency of Map Reduce Scripts

Subsequently, we transitioned to Map Reduce scripts to manage the synchronization of inventory between NetSuite and HotWax Commerce. Map Reduce scripts are designed to handle large datasets efficiently and demonstrated significantly improved performance compared to Scheduled Scripts. Notably, even if the script execution extends beyond one hour, Map Reduce jobs are designed to manage NetSuite resources effectively, allowing them to complete the task. Based on our experience, processing a million inventory records required approximately two hours.

Harnessing SearchTask Function

To optimize the process and achieve rapid synchronization, we adopted SuiteScript in combination with the Search Task function from the N/Task module. The results were remarkable, with the execution time reduced to a mere 10-15 seconds for a million inventory records. The search was executed swiftly, the CSV file was generated, and it was deposited in NetSuite's File Cabinet within a matter of seconds. This extraordinary speed and efficiency led us to the conclusion that the Search Task of the N/Task module was the ideal choice for synchronizing inventory records from NetSuite to HotWax Commerce.

Inventory Movement Between B2C and B2B Warehouse Locations

For retailers operating a single physical warehouse but catering to both B2C and B2B customers, managing inventory effectively is crucial. The B2C warehouse handles fulfillment of online orders, while the B2B warehouse manages bulk operations. In this scenario, retailers configure two distinct logical locations in NetSuite: one for B2C (eCommerce) and another for B2B (wholesale) operations. This setup allows them to allocate inventory strategically between B2C and B2B business needs.

In the event where inventory in the B2C warehouse is depleted, retailers transfer stock from the B2B warehouse to replenish it, and vice versa when the B2B warehouse needs restocking, retailers transfer inventory from the B2C warehouse.

The effectiveness of this process relies on timely synchronization. If inventory movements to or from the B2C warehouse are updated in HotWax Commerce during the daily sync with NetSuite, there's a risk of operating on outdated inventory levels. The daily sync, scheduled during off-peak hours such as late at night or early in the morning, can result in missed sales opportunities on eCommerce if recent inventory transfers to the B2C warehouse are not promptly reflected in HotWax Commerce. Additionally, it can lead to overpromising on eCommerce if inventory transfers from the B2C warehouse are not timely updated in HotWax Commerce.

Therefore, it's essential for HotWax Commerce to sync recent inventory updates from NetSuite whenever retailers move inventory between B2C and B2B warehouse. This ensures that the inventory levels in NetSuite are accurately reflected in HotWax Commerce and, consequently, on the eCommerce platform, preventing underselling and overselling of stock.

Actions

1. Map Reduce Script in NetSuite runs every 15 minutes, generates an inventory transfer CSV file and places it at the designated SFTP location. This file contains inventory deltas, specifying increases or decreases in a product's inventory at the B2C warehouse.

SuiteScript

Export inventory transfer records

HC_MR_ExportedInventoryTransferCSV.js

SFTP Locations

/home/{sftp-username}/netsuite/inventorytransfer/import

1. A scheduled job in HotWax Commerce reads the CSV file from the SFTP location and adjusts the inventory records in HotWax Commerce. When inventory is transferred to the B2C warehouse, the scheduled job increases the inventory count for the product. Conversely, when inventory is transferred from the B2C warehouse, the job reduces the product's inventory count.

Job in HotWax Commerce

Import inventory transfer records

Import Inventory Transfer
FTP Config: IMP_INV_TRANS

Transfer orders originate in NetSuite, but there is a distinction in how they are fulfilled. When a transfer order is initiated from a warehouse, NetSuite's fulfillment solution is employed to fulfill the transfer order, ensuring the correct allocation of inventory.

Now, let’s look at how warehouse to store transfer orders are processed:

Warehouse managers create transfer orders in NetSuite. On fulfilling transfer order items in NetSuite, corresponding item fulfillment records are generated and transfer orders are automatically assigned a Pending Receipt status in NetSuite.

Each transfer order can result in either a single item fulfillment record or multiple records, depending on the scenario:

• Single item fulfillment record: This happens when all products in a transfer order are fulfilled simultaneously, resulting in the creation of a single shipment and, consequently, a single item fulfillment record.

• Multiple item fulfillment records: This happens when products in a transfer order are fulfilled separately, leading to the creation of multiple shipments due to some products being shipped later and, consequently, multiple item fulfillment records.

• Multiple item fulfillment records for a single product: This happens when a transfer order is created for a single product, but its quantity is shipped in multiple shipments and, consequently, multiple item fulfillment records.

Whenever an item is fulfilled and the item fulfillment record is marked as Shipped in NetSuite, the inventory count for corresponding items is reduced in NetSuite. This also signifies that the items have been dispatched from the warehouse and are in transit to the store.

Inbound shipments are automatically created in HotWax Commerce so that the store can receive the transferred inventory. HotWax Commerce provides a dedicated Inventory Receiving App for store associates to receive in inventory stores. When the store associates verifies the inbound shipments and receives them, inventory counts for the corresponding items are automatically increased in HotWax Commerce.

Upon successful receipt of inventory, HotWax Commerce synchronizes item receipts with NetSuite. This ensures that the inventory count at store is accurately increased in NetSuite and the status of transfer orders status is updated from Pending Receipt to Received.

As mentioned earlier, in NetSuite, the inventory count for transfer order items shipped from the warehouse is reduced. It’s crucial to note that in HotWax Commerce, this reduction takes place during its daily inventory sync from NetSuite.

Workflow

Fulfilling Transfer Order Items

1. Export Transfer Order Item Fulfillment Records from NetSuite: A Map Reduce script runs a specific Saved Search to identify transfer order item fulfillment records in Shipped status, that have the source location as the warehouse and destination location set as the store. It compiles the relevant data into a CSV file, which is then securely placed in an SFTP location. The script runs periodically, typically every 15 minutes, to ensure it fetches only the latest shipped transfer order item fulfillment records from NetSuite, optimizing efficiency.

SuiteScript

Export Item Fulfillment Records to SFTP

HC_MR_ExportedWHTOFulfillmentCSV.js

SFTP Location

/home/{sftp-username}/netsuite/transferorder/fulfillment

1. Import Transfer Order Item Fulfillment Records in HotWax Commerce: A scheduled job in HotWax Commerce OMS reads the transfer order item fulfillment CSV file from the SFTP location and creates inbound shipments in the OMS at the destination facility.

Job in HotWax Commerce

Import Item Fulfillment Records from SFTP

Import Inbound Shipment

Receiving Inventory in the Store

Store associates leverage HotWax Commerce Inventory Receiving App to receive transferred inventory. The user-friendly interface of this app ensures a smooth and efficient receiving process, even for users with minimal training.

Inbound shipments that have been created are automatically reflected in the Inventory Receiving App, allowing store associates to receive them in store. Upon receiving them, item receipt records are generated in HotWax Commerce. Subsequently, the inventory counts for the items received in the store are promptly increased in HotWax Commerce.

1. Export Item Receipts from HotWax Commerce: To maintain a comprehensive record and accurately update inventory count for items received at the store in NetSuite, a scheduled job in HotWax Commerce Integration Platform generates a JSON file with the item receipt records and securely places the file in an SFTP location, making it accessible for NetSuite.

2. Import Item Receipts into NetSuite: In NetSuite, a scheduled SuiteScript reads this JSON file containing item receipt records from the SFTP location. The script iterates through each record, creates new item receipt records, and updates inventory count in NetSuite. The script uses the versatile N/record module to ensure a smooth transition.

Job in HotWax Commerce

Export Item Receipts to SFTP

generate_TransferOrderShipmentsReceiptFeed

SFTP Location

/home/{sftp-username}/netsuite/transferorder/receipt

SuiteScript

Import Item Receipts from SFTP

HC_SC_ImportTOFulfillmentReceipts.js

Automated Transfer Order Status Update

Once all the transfer order item fulfillment records have been successfully received in-store and their item receipt records have been synchronized with NetSuite, the transfer order status is updated from Pending Receipt to Received.

Here's how transfer order fields are mapped in NetSuite and HotWax Commerce

Transfer Order reports play a crucial role in monitoring and managing the movement of goods between facilities. Here are two types of Transfer Order reports:

Open Transfer Order Shipment Older Than One Day Report

This Open Transfer Order Shipment Older Than One Day report provides a comprehensive overview of transfer orders that have been imported from NetSuite to HotWax but have not yet been received within the last one day. The absence of reception indicates a lapse in communication to complete these orders in NetSuite. This report assists in identifying and addressing transfer orders that require attention for completion in NetSuite, ensuring a timely and accurate synchronization between HotWax and NetSuite systems.

Transfer Order Shipment Completed Today Report

This Transfer Order Shipment Completed Today report provides a comprehensive list of transfer orders that have been received in HotWax and marked as completed.

In a retail environment, POS (Point of Sale) transactions play a vital role, reflecting the real-time sales happening in physical stores. POS sales are posted to NetSuite to manage inventory and conduct relevant accounting. While many businesses integrate their POS systems directly with their ERP (Enterprise Resource Planning) systems, some retailers choose to centralize their sales data, routing all transactions through an Order Management System (OMS) to synchronize both online and in-store sales data with the ERP. This scenario focuses on this synchronization where HotWax Commerce acts as the intermediary to push POS sales to NetSuite.

Different Approaches for Posting POS Sales to NetSuite

There are two primary ways to record POS sales in NetSuite: creating sales orders or directly creating cash sales records. Creating sales orders necessitates additional steps such as creating customer deposits, fulfillment records, and invoices. Cash Sale transactions represent immediate sales with received payment, eliminating the need to create fulfillment records, unlike conventional sales orders.

We took the approach of directly creating cash sales for POS sales data in NetSuite due to its streamlined process, eliminating the need for intervention to create additional records and allowing for immediate completion of transactions.

Workflow

The synchronization of POS sales from HotWax Commerce to NetSuite involves the creation of Cash Sale records in NetSuite, ensuring that sales data from physical stores is accurately reflected in the ERP system. By channeling all POS transactions through HotWax Commerce, retailers can leverage this integration to keep their inventory updated, perform relevant accounting postings, and maintain a consolidated view of both online and in-store sales within NetSuite.

Sync POS orders to NetSuite

1. A job within HotWax Commerce Integration Platform identifies POS completed orders that need to be synced to NetSuite by checking the following conditions:

• Order Status: Completed.

• Sales Channel: POS_Channel.

• Shipping Method: POS_COMPLETED.

POS orders that match these criteria are exported to an SFTP location in a CSV file.

SFTP Locations

/home/{sftp-username}/netsuite/cashsale/export

1. A Scheduled SuiteScript in NetSuite imports this CSV file from the SFTP server. The SuiteScript uses the CSV ImportTask function of the N/Task module to import the POS order details as Cash Sale records directly into NetSuite.

SuiteScript

HC_SC_ImportCashSale

Here's how POS order fields are mapped in HotWax Commerce and NetSuite

Here's how POS order fields are mapped in HotWax Commerce and NetSuite that remain hidden in the user interface but are included in the POS order CSV file

Synchronize NetSuite POS Order ID to HotWax Commerce

1. A MapReduce SuiteScript is utilized in NetSuite to export a CSV file to an SFTP location containing the internal NetSuite IDs corresponding to the processed POS orders.

SuiteScript

HC_MR_ExportedCashSaleCSV

SFTP Locations

/home/{sftp-username}/netsuite/salesorder/import/orderidentification

1. The Import Order Identification job within HotWax Commerce OMS then retrieves the exported CSV file from the SFTP server and creates Order Identification records in the OMS, linking the POS orders with their respective NetSuite internal IDs.

Job in HotWax Commerce

Order Identification
FTP Config: IMP_ORDER_IDENT

Store managers can return excess or unsold inventory from stores to the warehouse with store to warehouse transfer orders.

Now, let’s look at how store to warehouse transfer orders are processed:

Warehouse managers create transfer orders in NetSuite, specifying the source location as the designated store and the destination location as the warehouse. These transfer orders are automatically assigned a Pending Fulfillment status.

These transfer orders are synchronized to HotWax Commerce in the default Created status. HotWax Commerce provides a dedicated Store Fulfillment App for store associates to fulfill transfer order items from stores. Once transfer order items are shipped from stores, their status is updated from Approved to Completed and subsequently inventory count for the shipped items is reduced in HotWax Commerce.

The transfer order items shipped from the store are synchronized to NetSuite so that incoming inventory can be received in the warehouse. This step also updates transfer order status from Pending Fulfillment to Pending Receipt.

When transfer order items are received in the warehouse, inventory counts for the corresponding items are automatically increased in NetSuite and the transfer order status is updated from Pending Receipt to Received.

It’s crucial to note that the inventory count for transfer order items received in the warehouse is increased in HotWax Commerce on performing its daily inventory sync from NetSuite.

Workflow

Create Transfer Orders in NetSuite

1. Export Created Transfer Orders from NetSuite: Warehouse managers create transfer orders in NetSuite, specifying the source location as the designated store and the destination location as the warehouse. These transfer orders are automatically assigned a Pending Fulfillment status.

   At regular intervals, a Map Reduce script runs a specific Saved Search in NetSuite and identifies transfer orders with a Pending Fulfillment status that have a source location set as the Store. This script compiles the relevant data into a CSV file, which is then securely placed at an SFTP location.

SuiteScript

Export Transfer Orders to SFTP

HC_MR_ExportedStoreTransferOrderCSV.js

SFTP Location

/home/{sftp-username}/netsuite/transferorder/csv

1. Import Transfer Orders into HotWax Commerce: A scheduled job in HotWax Commerce OMS reads the transfer orders CSV file from the SFTP location and downloads transfer orders in HotWax Commerce with a default Created status.

2. Approve Transfer Orders: A scheduled job in HotWax Commerce OMS identifies all transfer orders in the Created status and automatically marks them as Approved.

Job in HotWax Commerce

Import Transfer Orders from SFTP

Import Transfer Order

Approve Transfer Orders

Approve transfer orders

Fulfill Transfer Orders using the Store Fulfillment App

Once approved, transfer orders are automatically reflected at the source location in the Store Fulfillment App so that store associates can create shipments and ship transfer order items.

• Store associates pick the transfer order items they want to fulfill from their store.

• After picking the items, store associates pack them and proceed to create fulfillments for each item.

• Once the shipment has been created, store associates fetch shipping labels from the carrier and the corresponding tracking codes.

• After all items are shipped, transfer orders status is automatically updated from Approved to Completed in HotWax Commerce.

Once transfer order items are fulfilled from the store, the inventory count for the corresponding items is automatically reduced in HotWax Commerce.

1. Export Fulfilled Transfer Orders Items from HotWax Commerce: A scheduled job in HotWax Commerce Integration Platform generates a JSON file with all the transfer order items that are in the Completed status and securely places the file in an SFTP location, making it accessible for NetSuite.

Job in HotWax Commerce

Export Fulfilled Transfer Order Items to SFTP

generate_TransferOrderFulfilledItemsFeed

SFTP Location

/home/{sftp-username}/netsuite/transferorder/oms-fulfillment

1. Import Fulfilled Transfer Orders Items in NetSuite: In NetSuite, a scheduled SuiteScript reads this JSON file containing fulfilled transfer order items from the SFTP location. The script iterates through each record, creates item fulfillment records, and reduces inventory count in NetSuite for items shipped from the store.

   Once item fulfillment records are created for each transfer order item, the status of the transfer order in NetSuite is automatically updated from Pending Fulfillment to Pending Receipt.

SuiteScripts

Import Fuflilled Transfer Order Items from SFTP

HC_SC_ImportTOItemFulfillment.js

1. Receive Transfer Orders in NetSuite: Warehouse managers manually initiate the receiving process in NetSuite for the store transferred inventory upon its arrival at the warehouse.

Automated Transfer Order Status Update

After the receiving process is completed, the transfer order is marked as Received, indicating that all transfer order items have been successfully received at the warehouse. Additionally, the inventory count for the newly received inventory is updated in NetSuite.

Update Inventory Count in HotWax Commerce

Inventory for transfer order items received in the warehouse is synchronized when HotWax Commerce performs its daily inventory sync from NetSuite.

Here's how transfer order fields are mapped in NetSuite and HotWax Commerce

Stores looking to transfer surplus inventory to another store in need of it work alongside the warehouse manager to create a store-to-store transfer order in NetSuite. This facilitates the transfer of inventory from one store location to another.

Now, let’s look at how store to store transfer orders are processed:

Warehouse managers create transfer orders in NetSuite, specifying the source location as the designated store and the destination location as also a store. These transfer orders are automatically assigned a Pending Fulfillment status.

These transfer orders are synchronized to HotWax Commerce so that they can be fulfilled from stores. Once transfer order items are shipped from stores, their status is updated from Approved to Completed and subsequently inventory count for the shipped items is reduced in HotWax Commerce.

The transfer order items shipped from the store are synchronized to NetSuite and the corresponding item fulfillment records are generated and marked Shipped in NetSuite. This step also ensures that inventory counts for the corresponding items are automatically reduced in NetSuite and the transfer order status is updated from Pending Fulfillment to Pending Receipt.

These item fulfillment records are synchronized to HotWax Commerce and inbound shipments are automatically created so that the store can receive the transferred inventory. When the store associates verifies the inbound shipments and receives them, inventory counts for the corresponding items are automatically increased in HotWax Commerce.

Upon successful receipt of inventory, HotWax Commerce synchronizes item receipts with NetSuite. This ensures that the inventory count at store is accurately increased in NetSuite and the status of transfer orders status is updated from Pending Receipt to Received.

Workflow

Create Transfer Orders in NetSuite

1. Export Created Transfer Orders from NetSuite:

   Warehouse managers create transfer orders in NetSuite, specifying the source location as the designated store and the destination location as also a store. These transfer orders are automatically assigned a Pending Fulfillment status.

   At regular intervals, a Map Reduce script runs a specific Saved Search in NetSuite and identifies transfer orders with a Pending Fulfillment status that have a source location set as the Store. This script compiles the relevant data into a CSV file, which is then securely placed at an SFTP location.

SuiteScript

Export Transfer Orders to SFTP

HC_MR_ExportedStoreTransferOrderCSV.js

SFTP Location

/home/{sftp-username}/netsuite/transferorder/csv

1. Import Transfer Orders into HotWax Commerce:

   Once the store to store transfer orders are created and exported from NetSuite, they are imported into HotWax Commerce.

   The process of approving transfer orders in HotWax Commerce, fulfilling them from the designated store location, reducing inventory counts in HotWax Commerce for fulfilled transfer order items, exporting store fulfilled transfer order items from HotWax Commerce and finally importing them into NetSuite mirrors the store to warehouse transfer order flow discussed earlier.

Job in HotWax Commerce

Import Transfer Orders from SFTP

Import Transfer Order

Approve Transfer Orders

Approve transfer orders

Export Fulfilled Transfer Order Items to SFTP

generate_TransferOrderFulfilledItemsFeed

SFTP Location

/home/{sftp-username}/netsuite/transferorder/oms-fulfillment

SuiteScript

Import Fuflilled Transfer Order Items from SFTP

HC_SC_ImportTOItemFulfillment.js

1. Generate Item Fulfillment Records in NetSuite:

   Once fulfilled transfer orders are imported into NetSuite, item fulfillment records are generated and are automatically marked “Shipped”. Whenever an item fulfillment record is marked “Shipped”, the inventory count for corresponding items is reduced in NetSuite. These records signify that the destination store location can now start receiving the transfer order items.

   A Map Reduce script runs a specific Saved Search to identify item fulfillment records in Shipped status, where both the source and destination locations are Store locations. Subsequently, the script compiles the relevant data into a CSV file, which is securely placed at an SFTP location.

SuiteScript

Export Item Fulfillment Records to SFTP

HC_MR_ExportedStoreTOFulfillmentCSV.jsd

SFTP Location

/home/{sftp-username}/netsuite/transferorder/fulfillment

1. Receive Transfer Orders in HotWax Commerce:

   The process of importing item fulfillment records in HotWax Commerce, receiving inbound shipments in the store, increasing inventory counts in HotWax Commerce against inbound shipments, exporting item receipts from HotWax Commerce, importing item receipts into NetSuite and finally increasing inventory count at store in NetSuite mirrors the warehouse to store transfer order flow discussed earlier.

Job in HotWax Commerce

Import Item Fulfillment Records from SFTP

Import Inbound Shipment

Export Item Receipts to SFTP

generate_TransferOrderShipmentsReceiptFeed

SFTP Location

/home/{sftp-username}/netsuite/transferorder/receipt

SuiteScript

Import Item Receipts from SFTP

HC_SC_ImportTOFulfillmentReceipts.js

Following this approach, store associates at the destination store can efficiently receive inbound shipments at their store, synchronize the item receipts with NetSuite, and ultimately mark the completion of store to store transfer orders, with the transfer order status updating in NetSuite from Pending Receipt to Received.

Here's how transfer order fields are mapped in NetSuite and HotWax Commerce for store fulfillment:

Here's how transfer order fields are mapped in NetSuite and HotWax Commerce for receiving in store:

Transfer orders are instrumental in the internal movement of inventory within an omnichannel retail environment. They serve various purposes, including:

• Warehouse to Store: When there is a need to replenish inventory at retail stores from the central warehouse or distribution center, transfer orders can be initiated to move the required items from the warehouse to the stores.

• Store to Warehouse: Sometimes, stores might need to return excess or unsold inventory back to the warehouse for consolidation or redistribution. Transfer orders facilitate this movement from the stores back to the warehouse.

• Between Stores: In cases where one store has excess inventory that another store requires, transfer orders can be used to transfer inventory directly between stores, optimizing stock levels across the retail network.

Transfer orders are initiated in the NetSuite ERP system, facilitating the movement of inventory from warehouses to stores, between stores, or stores to warehouses.

When syncing orders to NetSuite it's very important to have the correct shipping methods mapped. If shipping methods are not mapped correctly the order import process may fail.

Here is a sample table of how shipping methods are mapped between Shopify, HotWax and NetSuite.

One of the critical aspects of managing an omnichannel retail business involves ensuring the accuracy and availability of inventory in physical stores. For retailers who utilize NetSuite as their ERP system and deploy HotWax Commerce's Order Management System, an efficient integration is required to synchronize purchase orders (POs) raised in NetSuite with the HotWax Commerce Order Management System. This synchronization is pivotal, as it allows in-store associates to effectively receive and manage inventory using the user-friendly HotWax Commerce in-store inventory management tools.

In this scenario, when a Purchase Order is raised in NetSuite's ERP system, it needs to be seamlessly synchronized with HotWax Commerce, where the store associates employ an intuitive by HotWax Commerce for the efficient receipt of inventory.

Key Objectives

• Automate the synchronization of Purchase Orders from NetSuite to HotWax Commerce.

• Streamline the creation of Item Receipt records within HotWax Commerce when store associates receive inventory.

• Automate the update of Purchase Order statuses from "Pending" to "Received" in NetSuite once items are received in HotWax Commerce.

Workflow

Generate Purchase Orders in NetSuite

The procurement process begins within the NetSuite ERP system, where Purchase Orders are generated to replenish inventory in physical stores. This step is integral to initiating the flow of inventory into the retail locations.

Export Purchase Orders from NetSuite

1. To initiate the synchronization process, a Map Reduce Script, running a specific Saved Search, identifies Purchase Orders in "Pending" status within NetSuite. This script compiles the relevant Purchase Order data into a CSV file, which is then placed in an SFTP location. This Map Reduce script runs at regular intervals, typically every 15 minutes, ensuring that only the latest and pending Purchase Orders are fetched from NetSuite. It is meticulously designed to minimize the data transferred and processed, maintaining optimal efficiency.

SuiteScript

Create a file of open purchase orders

SFTP Locations

Import Purchase Orders into HotWax Commerce

1. A scheduled job within HotWax Commerce OMS monitors the SFTP location, periodically checking for new Purchase Order CSV files. The job uses the robust APIs provided by HotWax Commerce's Export/Import tools to import these Purchase Orders.

Job in HotWax Commerce

Here's how purchase order fields are mapped in NetSuite and HotWax Commerce

Here's how purchase order fields are mapped in NetSuite and HotWax Commerce that remain hidden in the user interface but are included in the purchase order CSV file

Receiving Inventory in the Store

Once the Purchase Orders are synchronized, store associates use the Receiving App provided by HotWax Commerce to receive inventory. The intuitive interface of the Receiving App facilitates a seamless and efficient receiving process, even for users with minimal training.

Once the Purchase Orders (POs) are received by store associates using the HotWax Commerce Receiving App, the process involves the creation of Item Receipt records within HotWax Commerce. These records play a crucial role in increasing inventory numbers for the received products, ensuring that newly received inventory is readily available for eCommerce platforms to sell.

Export Item Receipts from HotWax Commerce

1. To ensure a comprehensive and accurate record of the items received are synchronized back to NetSuite, a scheduled job within HotWax Commerce Integration Platform is employed to export Item Receipts created within the system. Each Item Receipt record is associated with its respective Purchase Order. The mapping between Item Receipts and Purchase Orders is critical for reconciliation and further processing. This job runs at defined intervals, typically on a schedule that aligns with the retailer's specific requirements. It gathers the Item Receipt data and creates a JSON file, capturing all the essential details.

Internal location where HotWax places CSV to convert it to NetSuite format

SFTP Locations

To facilitate the subsequent processing of this data, the JSON file is securely placed in an SFTP location, making it accessible for NetSuite.

SFTP Locations

Import Item Receipts into NetSuite

1. In NetSuite, a scheduled script retrieves the JSON files with item receipt data from the SFTP location. It then goes through each record, generates new item receipt records, and updates inventory numbers within NetSuite. The script uses the N/record module because the CSV import task in NetSuite doesn't accommodate item receipt records, making the JSON file the method used to transmit receipts to NetSuite.

Automated Purchase Order Status Update

The synchronization process doesn't stop at the creation of Item Receipts; it extends to automating the change in status for the associated Purchase Orders. Upon successful creation of Item Receipt records, the status of the respective Purchase Orders in NetSuite is automatically updated from "Pending" to "Received."

SuiteScript

Managing inventory accuracy in a retail business is a perpetual challenge. Retailers often encounter discrepancies between their systemic inventory and the actual physical stock on hand. To address these inventory discrepancies, operations teams periodically conduct inventory cycle counts at stores.

An inventory cycle count involves periodically counting a specific subset of items. Unlike a full physical inventory count, which requires tallying every item at once, cycle counts distribute the counting process over time, improving efficiency.

HotWax Commerce simplifies the cycle count process with its directed Cycle Count App, which enables operations teams to assign and schedule counts across multiple stores. The app notifies store staff when a count is assigned to them and lets them scan products to complete the cycle count efficiently. Once finished, the store can submit its count for review, allowing operations teams to review discrepancies and, if necessary, request a recount.

By conducting these periodic checks, retailers can resolve discrepancies in real-time, maintaining alignment between the systemic inventory and what is physically present in stores.

Key Objectives

• The main goal of this integration is to keep in-store product inventory counts consistent between NetSuite and HotWax Commerce.

• NetSuite functions as the system of record for inventory in the retailer's technology ecosystem, making it essential to update NetSuite about any inventory changes within the stores.

• Synchronizing in-store inventory variances from HotWax Commerce to NetSuite ensures consistent and accurate inventory data, enhancing operational efficiency and inventory accuracy for systems dependent on NetSuite.

Workflow

Conduct Periodic Inventory Cycle Counts in the Store

The Cycle Count App's interface adapts for different user roles. Operations teams assign cycle counts to specific stores through the app. Once assigned, store associates leverage the app to conduct the cycle count, recording and submitting their counting results for review by the operations team.

Automatically Update Inventory Levels in HotWax Commerce

The Cycle Count App streamlines inventory reconciliation by automatically displaying submitted cycle count results along with the variances between counted and systemic invetory levels. This allows operations teams to review variances with clarity and accuracy.

Upon approval, HotWax Commerce automatically updates the inventory count of the products. Inventory levels for counts that are either rejected or flagged for recount remain unchanged in HotWax Commerce.

Suppose a store associate has submitted the cycle count results for multiple products and only some of the inventory variances are approved while others are rejected. In that event, HotWax Commerce will adjust the inventory count only for the products for which the inventory variance has been approved and is now in the "Completed" status. The rejected variances will have their status updated from "Created" to "Rejected."

Export Cycle Count Inventory Variances from HotWax Commerce

1. Once inventory cycle count variances are successfully logged in HotWax Commerce OMS, a scheduled job in HotWax Commerce Integration Platform generates a CSV file containing products for which inventory variance recorded that are in the “Completed” status.

   This means that when exporting inventory adjustments, only the variances that have been approved and are marked as "Completed" will be included in the CSV file, while those that are rejected or still in the "Created" status will be excluded.

   For example, suppose we have three products: Product A, Product B, and Product C. If variances for Product A and Product B are approved and marked as "Completed," while the variance for Product C is rejected, only the inventory adjustments for Product A and Product B will be synced.

   This generated CSV file is then placed in an SFTP location, ensuring that it is readily accessible for further processing.

Jobs in HotWax Commerce

Create Cycle Count Inventory Variance CSV:

SFTP Locations

Inventory Cycle Count CSV:

Cycle Count Inventory Variance of Actual vs Systemic:

Import Cycle Count Inventory Variance in NetSuite

1. In NetSuite, a Scheduled Suite Script is employed to download and import the CSV files from the SFTP location. This script leverages the native CSV Import tool provided by NetSuite to create Inventory Adjustment records. The use of the NetSuite CSV Import tool for Inventory Adjustments eliminates the need for the N/record module in this specific integration, offering an efficient and accurate synchronization method.

SuiteScripts

Import Inventory Cycle Count Variance from SFTP:

Record Unexpected Store Inventory Variances Outside of Cycle Counts

While cycle counting in stores follows a periodic schedule, stores frequently encounter sudden inventory discrepancies in various scenarios. For example, if store associates identify 5 damaged units at their location, they’d want to record a variance of -5 for the damaged inventory. Similarly, if they discover 2 units of previously missing inventory, they’d want to record +2 for the newly found items.

To address these unexpected inventory changes, store managers can directly record these identified inventory variances, and these variances are pushed into HotWax Commerce.

Pushing Inventory Variance to HotWax Commerce

Store managers log the inventory variances through the app, along with providing the relevant reasons, these recorded inventory variances automatically update the inventory in HotWax Commerce.

Export Inventory Variance from HotWax Commerce

1. Once inventory variances are successfully updated in HotWax Commerce, a scheduled job within HotWax Commerce integration platform generates a CSV file containing updated inventory data with all the inventory variance records. This file is then placed in an SFTP location from where NetSuite can read it.

Jobs in HotWax Commerce

Create Inventory Variance CSV:

SFTP Locations

Inventory Variance CSV:

Inventory Variance:

Import Inventory Variance Reason in NetSuite

Retailers learn a lot about their product and operations using the reasons for variance in inventory but NetSuite’s Inventory Adjustment function only provides limited information relating to variance, mostly restricted to a “Comments” free text field. When trying to perform analytics on variance reasons, the free text nature of the comments field makes it difficult to obtain predictable results.

To circumvent this issue, retailers can set up variance locations in NetSuite. These locations are set up as “undefined” type locations, meaning that they are neither a retail location nor a warehouse, rather just a holding location. Retailers can set up as many variance locations as they need to help accurately segregate types of variances in their operations.

When variances are tracked using variance locations in NetSuite, variances logged by HotWax Commerce are actually registered as an Inventory Transfer from the affected store location to the variance location. For example, if a store wants to damage out 5 units of a product, they’d log an inventory transfer of that product from their store to the Damaged location. This reduces the inventory from the store and increments that inventory at the Damaged location. Now retailers can use this movement to analyze which facilities are logging damaged inventory at higher rates than others and potentially track down operational and planning issues.

The CSV file containing inventory item variance feed is also stored in the designated SFTP location for NetSuite as invenotry trasfer file:

1. In NetSuite, another Scheduled Suite Script is employed to import the CSV files from the SFTP location and update the inventory records. This script leverages the native CSV Import tool provided by NetSuite to create Inventory Adjustment records.

SuiteScripts

Import Inventory Variance from SFTP:

Benefits:

The automated synchronization of inventory variances from HotWax Commerce to NetSuite offers numerous advantages:

Efficiency: The process minimizes manual effort and reduces the time required for manual data entry.

Error Reduction: Automation eliminates potential human errors, ensuring data consistency and accuracy.

Operational Transparency: With near real-time synchronization, retailers gain insight into inventory variances as they occur, facilitating quicker decision-making and enhanced operational transparency.

This integration not only simplifies the process of managing in-store inventory but also plays a vital role in maintaining consistency across multiple systems, ultimately improving operational efficiency and inventory accuracy in the omnichannel retail environment.

Setup SFTP

Configure SFTP Server

From the Home dashboard, select the Setup link located in the top-right corner. Under the "Custom" section, choose SFTP Configuration and click the New function.

Add a New SFTP Server Configuration

In the "SFTP Servers" section, click the "New SFTP Server" button.

Define SFTP Server Details

Choose the "Preferred SFTP Configuration" form by default. Complete the details in the CUSTOM FORM.

Obtaining SFTP GUID

Request SFTP Key Generation:

• Ask the administration team to generate an RSA private key for the SFTP server in PEM format and they will share a file containing the generated key with you.

Upload Key to NetSuite:

• Navigate to Setup > Company.

• Click on "Keys."

• Select "Create New" and name the file "sftp-private-key."

• Provide a random ID.

• Go to the "File" segment and upload the PEM file received.

• Wait for the upload process to complete.

Save and Retrieve SFTP GUID:

• Save the configuration.

• Now, in the ID column, you will find the generated key (e.g., custkey999) representing the SFTP GUID.

Create SFTP locations on the SFTP server

To enable SFTP communication, it is necessary to define SFTP locations where NetSuite will put the required files in the specified format. To set up these SFTP locations, you can go ahead and execute a SuiteScript added below in NetSuite, which will generate the necessary locations on the SFTP server.

Setting Up SuiteCloud Development Framework (SDF) in NetSuite

The SuiteCloud Development Framework (SDF) is a robust tool empowering developers to craft and deploy customizations for NetSuite accounts.

Enabling SuiteCloud Development Framework (SDF) in NetSuite

Before developers can leverage the SuiteCloud Development Framework (SDF) for development within a targeted NetSuite account, specific features must be activated by an account administrator. These features establish the essential infrastructure for SDF to function effectively. Follow the steps outlined in the .

Developer Role Setup for SDF:

In addition to administrator-level configurations, developers intending to utilize SDF with a NetSuite role must undergo additional setup. This ensures developers have the necessary permissions and access for effective use of SDF capabilities. For detailed instructions on setting up a developer role for SDF, refer to .

It's essential to note that these configurations require active involvement from developers. Therefore, thoroughly review and follow the provided documentation to ensure the successful establishment of SuiteCloud Development Framework capabilities within the NetSuite environment.

Follow this checklist to complete the integration:

• Install SFTP bundle in Netsuite

• Setup SFTP

  • Configure SFTP server

  • Add a new SFTP server configuration

  • Define SFTP server details

• Verify Netsuite Date format and time

  • Verify process

  • Verification steps

• Setup SFTP directory

  • Customer

  • Inventory

  • Purchase Order

  • Sales Order

  • Transfer Order

  • Discount sale

  • Cash sale

  • Fulfilled Sales Order

• Setting Up SuiteCloud Development Framework (SDF) in NetSuite