Purchase Order Management

Discover how to manage uploaded purchase orders in HotWax Commerce, including viewing, editing, making changes, or canceling purchase orders.

Once the Purchase order has successfully been uploaded to HotWax Commerce, Merchandisers can view the purchase orders via the Find Purchase Order Page. This can be done by clicking on Procurement > Purchase Orders from the HotWax Commerce’s Hamburger menu.

The Find Purchase Orders page showcases the following details:

• Consolidated View: Offers a comprehensive display of all upcoming purchase orders and their individual items.

• Purchase Order Specifications: Presents purchase orders in an exploded pattern, revealing distinct specifications for each item.

• Purchase Order Status: Indicates the current status of the purchase order, whether it's in a created, approved, completed, or canceled state.

• On-Hand Inventory Overview: Provides insights into available quantities and available-to-promise inventory on Shopify.

• Created Date and Arrival Date: Merchandisers can easily view when the purchase order was created in HotWax Commerce and when will the inventory of the purchase order items arrive.

Merchandisers can easily view individual Purchase orders by searching Purchase Order ID, HotWax Commerce ID, or Product name from the search bar. Moreover, they have the ability to filter search results based on PO status, arrival date, or facilities. Additional functionalities that are available on the Find Purchase Orders page are:

• Grouping: Merchandisers have various options to view purchase order items, they can group the items by order items, products, and their arrival dates, etc. For example, if a merchandiser changes the grouping to a parent product, they will be able to see all the parent products and the inventory overview of that product, irrespective of the variant's inventory.

• Export CSV: Merchandisers can export the CSV files of all the purchase orders for external auditing purposes.

Once the merchandiser has located their desired purchase order, they can execute various flows to ensure precise synchronization of pre-order information with the eCommerce platform.

Find Purchase Order

Cancel Purchase Order

Merchandisers may opt to cancel purchase orders due to various reasons such as supplier issues or lack of demand. HotWax Commerce allows the cancellation of uploaded purchase orders by following these steps:

1. Navigate to Procurement > Purchase Orders > Find Purchase Order.

2. Select the desired purchase order > Open Purchase Order Detail page.

3. The cancel button, located at the top left of the page, facilitates the cancellation process, changing the purchase order status to canceled.

Cancel Purchase Order

Edit Arrival Date

Merchandisers can modify the purchase order arrival date if there’s a change from the supplier's end. This alteration assists in providing the accurate promise date to the customers

1. Navigate to the desired purchase order detail page.

2. View purchase order item details at the bottom of the page. Click the pencil icon to adjust the arrival date.

3. Changes made can be tracked by clicking on the history icon in the line item field.

For bulk updating of all product arrival dates, merchandisers can import another CSV in the import app and cancel the existing PO.

Edit Arrival Date

Change the Quantity of Purchase Order Items

In cases where product demand differs from expectations, merchandisers can alter the quantity of purchase order items rather than create a new purchase order. Steps to execute this adjustment include:

1. Navigate to the Purchase Order Detail page.

2. Click the Edit Items button at the top of the line items to modify quantities. Insert the accurate quantity and click on Save button to sync the latest inventory changes to the e-commerce platform for selling.

Edit Purchase Order Item Quantity

Cancel Purchase Order Items

To cancel specific items instead of the complete purchase order, merchandisers can follow these steps:

1. Select the desired purchase order from the Find Purchase Order Page.

2. Click on the Edit Items button at the top of the purchase order line item list.

3. Click on the Delete icon in the last column of the line item. Confirm the deletion process in the pop-up prompt by clicking yes.

Cancel Purchase Order Item