Categories

Webhooks

Automated messages sent from eCommerce (Shopify) to OMS whenever an event occurs. They contain data about the event and are received in OMS, allowing real time communication between eCommerce and OMS.

Subscribe to Shopify eCommerce Webhooks from OMS for:

This document outlines key pages and functions within the Launchpad.

Key items:

1. Home page

2. Application categories

3. Application instances

Home page

Allows accessing all HotWax Commerce applications.

Characteristics:

Single Sign-On (SSO): Enables users to log in applications using their credentials. After the initial login in the Launchpad, they gain automatic access to all associated applications without the need to enter their login details again.

Application Categories

Shows how apps are categorized on basis of their characteristics.

Orders

This category revolves around managing the orders using the three apps: BOPIS, Pre-Order Management and Fulfillment.

• BOPIS (Buy Online, Pickup In-Store) HotWax Commerce’s BOPIS app enables users to handover store pick-up orders to customers.

• Pre-Order Management HotWax Commerce’s Pre-Order Management app enables users to manage pre-orders and backorders, with planned future inventory to fulfill the orders.

• Fulfillment HotWax Commerce's Fulfillment app enables users to pick, pack, and ship orders brokered to the stores from the OMS.

Workflow

This category revolves around managing the workflow using the three apps: Threshold Management, Job Manager and Import.

• Threshold Management HotWax Commerce’s Threshold Management app enables merchandisers to set inventory thresholds for a group of products.

• Job Manager HotWax Commerce’s Job Manager app helps the operations teams to manage jobs by scheduling new jobs, skipping or canceling scheduled jobs and finding failed jobs that need attention.

• Import HotWax Commerce’s Import app enables users to import inventory and purchase orders.

Inventory

This category revolves around managing the inventory using the three apps: Receiving, Cycle Count and Picking.

• Receiving HotWax Commerce’s Receiving app enables users to manage incoming shipments, purchase orders, and return orders.

• Cycle Count HotWax Commerce’s Cycle Count app enables stock associates to count the store’s inventory, and reconcile systematic and physical inventory.

• Picking HotWax Commerce’s Picking app enables the fulfillment team to efficiently pick order items during order fulfillment.

Administration

This category revolves around managing users and facilities using the two apps: User Management, and Facilities.

• User Management HotWax Commerce’s User Management app allows businesses to create and manage users within the HotWax Commerce OMS.

• Facilities HotWax Commerce’s Facilities app assists businesses in overseeing multiple facilities like stores and warehouses, and managing attributes like facility details and fulfillment options for each facility.

Application Instances

Users can access specific instances of the HotWax apps.

Instances:

1. Production Instance: To access the production instance of an app, users can click on the respective app card.

2. UAT (User Acceptance Testing) Instance: Users can access the UAT instance of an app by clicking on the bottom right icon of the respective app card.

3. Dev (Development) Instance: Users can access the dev instance of an app by clicking on the bottom left icon of the respective app card.

Related flows:

1. Launchpad

2. User management

Introduction

Every automation task is organized within a dedicated Job Details page, providing a clear overview of job information and actions. This centralized approach ensures quick access to job configurations and facilitates job management.

Job information

Name

Clearly identifies the job for easy recognition.

Summary

Provides a concise explanation of the job's purpose.

History

Access a comprehensive job history, including the date, runtime, and status of past runs. The history will display the last 10 records.

Job actions

Skip

Temporarily postpone a job's execution for the upcoming runtime without affecting future scheduled runs.

Cancel

Permanently stop a job from running further.

Run now

Trigger a job to run immediately and resume its scheduled execution pattern afterward.

Edit Run time

Set the job's execution time, helping users manage when their scheduled automation.

Edit Frequency

Set how often the job runs.

Add Custom parameters

Make changes to the job's parameters, settings, or execution details as necessary, allowing users to set up workflows specific to their scenarios. Custom parameters have to be configured before a scheduled job and cannot be changed while a job is pending execution.

How to schedule a job?

1. Navigate to the required job category and find the job you want to schedule.

2. Click on the job to view Job Details.

3. Set the run time.

4. Set the frequency.

5. Add custom parameters if required.

6. Save the changes to see the schedule job on the Pipeline page.

Debugging

Copy details

Quickly share the important job related information such as job's ID, name, description, and runtime for debugging.

A scheduled job has been running for a longer duration than expected (more than 15 minutes).

Step 1: Check the Job Queue Status

1. Go to .

2. Navigate to the status field and click on "Pending."

Step 2: Verify Pending Jobs

1. If there are no jobs in the pending state, it's an unusual situation. Contact HotWax support.

2. If there are many jobs in the pending state, it indicates a potential backlog in the job queue.

3. Wait for an hour and then check again if the jobs have run or not.

Step 3: Check Job Status After Waiting

After waiting, recheck the running tab on the pipeline page. If the jobs have not run, proceed to the next step.

Step 4: Contact HotWax Support

1. If there are still jobs in the pending state after waiting, contact HotWax support.

2. Provide details about the extended duration and the number of jobs in the pending state.

By following these steps, you can identify and address issues related to jobs running for an extended duration. If you need further assistance or have additional questions, reach out to the HotWax support team for prompt support.

Advanced Shipping Notice (ASN)

An Advance Shipment Notification (ASN) is a notification sent by a supplier to a recipient detailing the contents and expected arrival of a shipment, often sent in advance of the physical delivery. For example, if a store anticipates receiving 100 shirts in an incoming shipment, the ASN will detail this expected inventory count.

In the context of Hotwax Commerce, store associates receive ASNs in relation to Transfer Orders (TOs). Generally, a Transfer Order is created in an ERP system, and when the TO is fulfilled in the ERP or WMS (Warehouse Management System), an ASN is generated in HC. Store associates then perform the receiving based on this ASN using the HC Receiving App. In the context of Purchase orders, the ASN receiving is done in ERP/WMS.

Upon the shipment's arrival, store associates can use the Inventory Receiving App to locate the ASN by scanning the ASN barcode or manually inputting the ASN ID. They can then view the ASN details, including SKUs, names, SKU codes, images, and expected inventory counts.

Appeasement

Appeasement refers to refunds, discounts, or other forms of compensation provided to resolve disputes, improve customer satisfaction, and maintain positive relationships. HotWax Commerce does not allow the creation of appeasements. Instead, CSR teams can create appeasements in e-commerce platforms like Shopify, either by offering another product or issuing a refund without a return. HotWax Commerce downloads these appeasements for reporting purposes and posts them to the ERP for financial record keeping without tracking order line item details.

Arrival Date

The arrival date is the date when the inventory of the purchase order items is expected to arrive at the destination. Merchandisers can view the arrival date on the Find Purchase Orders page.

Available to Promise (ATP)

ATP (Available to Promise) represents the physical quantity of a product at stores or warehouses after deducting the reserved inventory, that is, inventory that has been allocated to online orders from the Quantity on Hand (QOH). ATP = QOH - Reserved quantities

Backorders

Backorders are orders taken for products that are temporarily out of stock. These orders are referred to as “backorders” because they were previously in stock and will be available again soon but are currently unavailable due to high demand, inaccurate sales forecasting, or operational discrepancies. For example, Brand ABC has an amazing season and sells all its inventory. Some regular items were bought frequently, so the merchandisers have already sent POs for these goods and know the approximate date of arrival. The brand utilizes this time for sales and starts taking orders for these products. To learn more about Backorders .

Backorder Parking

Brokering

In Hotwax Commerce, brokering refers to the process of matching and routing orders to the most suitable fulfillment center or location based on factors like inventory availability, proximity to the customer, and delivery speed requirements. This ensures that orders are processed and shipped efficiently to meet delivery expectations.

Brokering History

Brokering History refers to the record of past brokering activities in HotWax Commerce. It logs when orders were routed to fulfillment centers based on inventory, proximity, and delivery speed.

Brokering Queue

The Brokering Queue serves as a waiting area for orders awaiting processing in the order brokering process. It ensures that orders are handled efficiently by analyzing order priority and determining the optimal fulfillment location based on proximity and inventory availability. Orders in Approved status waiting to be brokered are parked in the Brokering Queue until the brokering engine runs at frequent intervals.

For example, if the brokering engine runs every three hours starting at 9:00 A.M., orders placed and approved at 10:00 A.M. will remain in the Brokering Queue until the next brokering engine runs at 12:00 P.M. Similarly, orders placed and approved at 11:30 A.M. will also be processed at 12:00 P.M.

Bundle Product

A Bundle Product refers to a product that consists of multiple components. These components are integrated to form a cohesive product offering. For example, a computer bundle might include a CPU, motherboard, RAM, and a hard drive.

The Import Bundle Product Components job ensures that these components are accurately reflected in the Order Management System (OMS). The availability of a bundle product is determined by the lowest common denominator of component inventory available at each facility. This means that the bundle product's availability is constrained by the facility with the least available inventory of its components. The computed inventory of each bundle product at every facility is then aggregated to determine the final sellable inventory number across the entire network.

CSR (Customer Service Representative)

A Customer Service Representative (CSR) is the first point of contact for any customer who has a question or an issue with a product or service the company sells. CSRs are responsible for handling customer requests regarding order fulfillment, order cancellations, and returns.

Customer Service Representatives (CSRs) can utilize HotWax Commerce to get detailed visibility about the orders and perform actions accordingly as per the customer’s requests.

Digital Gift Cards

Digital gift cards, or 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. When customers order a digital gift card on Shopify, the order is immediately auto-fulfilled, a serial number is assigned, and the value is loaded to activate the gift card. Consequently, when HotWax Commerce downloads that order from Shopify, it is automatically marked as "Completed".

Estimated Delivery Date (EDD)

The Estimated Delivery Date (EDD) is the predicted date on which a customer can expect to receive their order. Displaying the EDD prominently on Product Display Pages (PDP) is crucial for managing customer expectations, as it provides clear and honest delivery information, enhancing the overall customer experience. With HotWax Commerce, retailers can display the EDD on Shopify, empowering customers with essential information about when they can anticipate their order's arrival.

Excluded ATP

Excluded ATP refers to the inventory at fulfillment locations that are not participating in online selling. This inventory is not considered available for online orders and is excluded from the Online ATP calculation.

Excluded Facilities

Excluded Facilities are facilities that are either not participating in online order fulfillment or temporarily unable to participate due to reasons like insufficient labor, natural disasters, or holidays. Inventory becomes available again when these scenarios change. Retailers can turn off fulfillment if they want to temporarily disable a facility from participation.

Expedited Orders

Expedited orders are those prioritized for faster processing and shipping to ensure delivery within a shorter timeframe, typically within one to three business days. These orders are given precedence over standard orders to meet the high expectations of consumers for quick delivery. Expedited orders often involve additional costs for the customer or the merchant to facilitate the faster shipping and handling process.

Facility

In HotWax Commerce, a facility is a physical location such as a warehouse, distribution center, or store where inventory is stored, managed, and processed.

Facility Group

Facility groups are used to define the scope and functionality of facilities for omnichannel order management. For example, including a facility in the Pickup and Same Day Shipping groups indicates that the facility accommodates both Buy Online, Pickup In-Store (BOPIS), and same-day shipping orders.

Facility Type

In HotWax Commerce, Facility type refers to different locations used for fulfillment, including:

• Retail Store: Physical stores that fulfill online orders and facilitate in-store pickups.

• Warehouse: Centralized storage locations for fulfilling online orders and restocking stores.

• Outlet Store: Discount retail locations that fulfill orders and offer in-store pickups.

• Outlet Warehouse: Storage for outlet inventory, supporting fulfillment for outlet stores, and direct customer shipments.

Retailers can prioritize their brokering rules according to the facility types

Future Inventory

Future Inventory refers to stock that is not currently available but is expected to be in stock at a later date. With HotWax Commerce, retailers can maximize sales at full price by offering customers early access to future inventory through pre-orders, thereby reducing the need for end-of-season markdowns. This strategy helps retailers maintain higher profit margins and better manage inventory levels.

Inventory Allocation

Inventory Allocation in HotWax Commerce involves routing online orders to fulfillment locations using configurable rules. These rules consider factors such as shipping method, customer loyalty, proximity to the shipping address, inventory levels, store fulfillment capacity, and splitting configurations. This comprehensive approach ensures efficient and accurate fulfillment, optimizing inventory distribution and enhancing customer satisfaction.

Inventory Variance

Inventory variance refers to discrepancies between expected and actual inventory levels. It can be caused by factors such as damaged goods, discrepancies in shipment, or theft.

Item Fulfillment Status

Item Fulfillment Status in HotWax Commerce tracks the current stage of an item within the order fulfillment process. This status helps in monitoring and managing orders, indicating whether an item is Reserved, Picked, Packed, Shipped, or Delivered.

Maximum Order Limit

The Maximum Order Limit is a predefined limit set by a store, indicating the maximum number of orders it can fulfill in a day. When this limit is reached, the brokering engine automatically routes additional orders to alternative facilities that have capacity available. Setting a maximum order limit helps the store manage its resources effectively. It ensures that orders can be fulfilled within operational constraints and prevents overcommitment of resources. By leveraging the brokering engine to redirect orders to other facilities as needed, retailer maintains their ability to meet customer demand without delay.

Mispack

A Mispack refers to an error in the packing process where items are incorrectly packed, resulting in incorrect or incomplete orders being shipped to customers. Mispacks can lead to customer dissatisfaction and increased return rates. In HotWax Commerce, retailers can enforce scanning during the packing process to minimize mispacking incidents. This ensures that each item is accurately scanned and verified before being packed and shipped, thereby reducing errors and improving order accuracy and customer satisfaction.

Mixed Cart

A Mixed Cart order allows customers to combine items for store pick-up and direct home delivery into a single order, streamlining the shopping experience by eliminating the need for separate transactions and potentially increasing Average Order Value (AOV). Notably, Shopify does not inherently support a Mixed Cart feature. With HotWax Commerce, Shopify merchants can leverage this functionality to offer a more flexible and convenient shopping experience, enhancing customer satisfaction and sales potential.

Multi-channel Inventory

Online ATP

Order Fulfillment Status

Order Fulfillment Status in HotWax Commerce tracks the current stage of an overall order within the order fulfillment process. This status helps in monitoring and managing orders, indicating whether an Order is created, approved, picked, packed, or shipped.

Order Merging

Packing Slip

Picker

Pickers are tasked with fulfilling orders by picking items from the store’s location according to a printed or digital picklist. This role can be created and assigned to a user in HotWax Commerce, ensuring efficient management of picking operations. Once a digital or printed picklist is created, it can be assigned to a user in the Picker role, to streamline the order fulfillment process.

Picklist

A picklist provides details such as inventory SKUs, quantities, and locations. It serves as a guide for pickers to pick items for orders fulfillment. To improve the picking process, store or fulfillment managers often organize inventory based on criteria such as Product Name, Bin ID, or Location Sequence ID. Structuring picklists to align with these strategies ensures an optimized route for pickers, minimizing time spent on picking and improving both speed and accuracy.

Pre-Orders

Pre-Order Parking

Product Variants

A product variant in HotWax Commerce refers to individual variations of a product, which can include different sizes, colors, or other features. The Find Product page displays these variants along with the product category, product name, product ID, and product features such as size and colors.

Promise Date

In HotWax Commerce, the promise date refers to the estimated date by which an order is expected to be fulfilled and shipped to the customer. It represents the commitment made by the seller regarding the delivery timeline for each order in the system.

Proximity

In the context of HotWax Commerce, proximity refers to the distance or closeness of a particular location or fulfillment center to the customer's shipping address. It is a key factor in determining the most efficient and cost-effective way to fulfill orders, as closer proximity may result in shorter shipping times and lower shipping costs.

Purchase Order

Quantity on Hand (QOH)

QOH represents the total physical quantity of a product available at stores or warehouses. HotWax Commerce receives daily inventory feeds from the ERP system to update and maintain inventory data. Additionally, in the absence of ERP systems, HotWax Commerce also receives inventory feeds from Warehouse Management Systems (WMS) and Point of Sale (POS) systems.

Rejected Orders

Rejected orders are orders brokered for fulfillment but rejected by a warehouse or store due to physical inventory unavailability, often caused by damaged, lost, or stolen items. Rejected orders return to the brokering queue for reassignment. Rejected orders are managed by routing them back to the brokering queue for reassignment. The OMS will then route the order to another facility based on product availability, customer shipping preferences, and routing rules.

Reserved Inventory

Reserved inventories refer to inventory, whether in a store or warehouse, that has already been allocated to fulfill orders. Reserved quantities are not included in the "available to promise" (ATP) and are not eligible to be sold.

Return Merchandise Authorization(RMA)

Return Merchandise Authorization (RMA) is a process that allows customers to return products for a refund, replacement, or repair. With HotWax Commerce, store managers can create RMAs for products sold online, facilitating the Buy Online, Return In-Store (BORIS) process. This feature streamlines returns management, improving customer satisfaction and operational efficiency.

Safety Stock

SendSale Orders

Send Sale orders in HotWax Commerce refer to orders captured through the Shopify POS App. These orders are taken in the store by store associates on behalf of customers for items that are not in stock in the store. The items are then shipped to customers at their preferred shipping location. In HotWax Commerce, these orders are downloaded and processed just like online orders. However, the channel tagged for the order in HotWax Commerce is Point of Sale (POS).

Shipping Label

A shipping label is a document used by shipping carriers to deliver a package to the customer's address. It includes essential information such as the destination address, return address, and tracking barcode. HotWax Commerce integrates with third-party shipping carriers like FedEx and shipping aggregators like ShipStation to obtain shipping rates and generate labels. The fulfillment team can create packages and generate labels directly within HotWax Commerce, without needing to move to a separate system.

Shopify Order ID

This is a unique identifier assigned by Shopify to each order. It serves as a reference point for tracking and managing orders within the Shopify platform. Additionally, users can conveniently view the order details directly on Shopify by clicking on the provided link associated with the Shopify order ID on the view order detail page.

Shopify Order Name

The order name in Shopify typically refers to a customizable name or title assigned to an order on Shopify for further order identification.

Shopify Order Number

Shopify assigns a distinct numerical identifier to each order. It acts as another unique reference for orders, often used in communication and documentation.

Soft Allocation

Split Shipment

Split shipment, also known as order splitting, is a fulfillment strategy where a single customer order is divided into multiple shipments to ensure faster delivery of available items. This approach is used when different items in an order are located at different fulfillment centers or when some items are out of stock and need to be shipped separately once they become available. In HotWax Commerce (HC), this capability is a configurable setting. Retailers have the option to choose whether they want orders to be split for shipment or not. This global setting applies to all orders by default but can be overridden for specific orders as needed. When configuring brokering rules in HC, administrators can specify conditions for when orders should be split and when they should not. For instance, the brokering engine can prioritize shipping all items from one location to avoid splitting orders. However, if necessary, it can split an order and ship items from multiple locations as a last resort to fulfill the customer's requirements efficiently.

Stock Keeping Unit (SKU)

A Stock Keeping Unit (SKU) is a unique identifier assigned to each product and its variants, used for inventory tracking and management. In HotWax Commerce, retailers can choose their preferred product identifier, such as an SKU, to map products between Shopify and HotWax Commerce, ensuring accurate and efficient inventory synchronization and management across platforms.

Threshold

To mitigate the risk of overselling caused by inventory inaccuracies, merchandisers allocate buffer stock on a company-wide basis before committing inventory to online sales channels. This buffer inventory is referred to as the Inventory Threshold. Unlike safety stock, which is managed at the store level, the Inventory Threshold ensures that reported inventory levels across all products are adjusted to account for potential inaccuracies before allocating stock to online channels.

For example, let’s say Brand ABC sets the threshold of 10 units for red socks in Stores X and Y. This will impact these stores’ inventory levels, in the following manner:

Store X Inventory: 100 Units Store Y Inventory: 100 Units Threshold: 10 Units Inventory Available for Online Orders: 200 Units - 10 Units (threshold) = 190 Units

Transfer Order

A Transfer Order is crucial for maintaining inventory balance, minimizing stockouts, and optimizing allocation across stores or warehouses. Effective management enhances operational efficiency, reduces excess inventory costs, and improves customer satisfaction. Types include:

• Warehouse to Store: Replenishes retail inventory from the central warehouse.

• Store to Warehouse: Returns excess or unsold inventory for redistribution.

• Store to Store: Transfers inventory between stores to optimize stock levels.

Unfillable Parking

When inventory is unavailable for orders at any location, the order routing engine moves them from the Brokering Queue to the Unfillable Parking. A dedicated brokering run is performed to check the orders in the Unfillable Parking and allocate inventory to them.

A scheduled job might fail in HotWax Commerce due to various reasons, such as incorrect parameter settings, outdated information, or conflicts within the system.

Identify Failed Jobs Reason

Users can swiftly identify the reasons for a failed job from the pipeline page of the Job Manager app. This feature allows user to pinpoint the reasons behind failed jobs, facilitating easy troubleshooting of errors. Here's how you can find out the reason behind the failed jobs:

1. Navigate to the Pipeline page in the job manager.

2. Within the pipeline page, click on the History tab.

3. Apply a filter by clicking the checkbox against the Failed option to display only failed jobs.

4. Click on the Failed badge to view the reason for the failed job.

Common Reasons for Job Failure:

Reason 1: Job Configuration Errors

Scheduled jobs can fail due to incorrect parameter settings. If users are facing any issues regarding job configuration, they can follow these steps to rectify the problem:

Step 1: Verify Configuration Data

1. Search for the job on the pending page in the Job Manager.

2. You will find the job card with all scheduled job instances.

3. Pick any instance and open its details.

4. In the details, find the Custom Parameters option and click on it to view all custom parameters.

Step 2: Verify Custom Parameters

1. Verify the custom parameters against the expected values for the service.

2. You can find the expected custom values in the setup manual for the process you are troubleshooting.

3. If the parameters are incorrect, proceed to the next step.

Step 3: Disable the Job

1. Find the job in the category pages and open its detail page.

2. Disable the job. The custom parameters of a job cannot be edited while it’s running.

Step 4: Correct Incorrect Parameters

1. Click on "Custom Parameters" and correct the parameters.

2. Schedule the job again.

Step 5: Check Job Status

After the scheduled time, check the job to see if it has successfully completed. If the job fails, contact the HotWax support team for further assistance.

By following these steps, you can address configuration data issues that may lead to a scheduled job failure. If the problem persists or if you have additional questions, reach out to the HotWax support team for prompt assistance.

Reason 2: Errors due to Shopify Integration Issue

Shopify integration issues may arise if Shopify experiences downtime during the day, leading to job failures reliant on accessing its API calls. These failures can be attributed to internal errors within the Shopify platform.

If you encounter any issues with Shopify integration, you can manually run the job by clicking on the Run Now button or wait for the next scheduled job to resolve the problem.

Reason 3: Errors due to Semaphore Issues

In job scheduling systems, a semaphore could be used to manage the allocation of resources (like CPU time, memory, or disk space) among competing processes or jobs. This ensures that resources are efficiently utilized and that no single job monopolizes Semaphore issues in job scheduling can lead to various consequences when a job fails. These include resource starvation, deadlocks, performance degradation, job abandonment, and system instability. These issues can result in failed or incomplete tasks, resource contention, and system-wide slowdowns, emphasizing the importance of proper monitoring and mitigation strategies. If you encounter any issues with semaphore, you can manually run the job by clicking on the Run Now button or wait for the next scheduled job.

Objective:

This document provides a detailed guide to diagnose and resolve the exceptions caused by duplicated jobs in HotWax Commerce, which can lead to data duplication, data redundancy, and system performance issues. The goal is to ensure smooth job execution and accurate data management.

Common Scenarios:

1. Overlapping jobs causing system performance issues.

2. Data duplication or redundancy due to duplicated jobs.

3. Interrupted job flow affecting the order life cycle.

Scenario: Overlapping Jobs Causing System Performance Issues

For example, In the Job Manager app, we have two jobs: Approve Order, which means, approves the orders that are in in created status after checking the requisite criteria, and Approve Sales Order, which acts as the same as Approve Order but has a different attribute (field) values. Let’s suppose we have scheduled the approve orders job every 5 minutes and approve sales orders every 15 minutes This collectively means we have two jobs: one is ready to run 5 minutes after the previous run, whereas the other is ready to run from now every 15 minutes. These two jobs will overlap every 15 minutes and may result in system performance issues. Additionally, the collision of these jobs may interrupt the job flow.

Step-by-Step Troubleshooting Process:

Verify If Issue Exists:

1. Track the Exception:

   • Identify where the exception occurs or which step of the order life cycle is affected.

2. Analyze Job Pattern:

   • Determine if a process is running more than once within its scheduled frequency, indicating a duplicated job.

Diagnose the Issue:

1. Access Job Manager:

   • Open the Job Manager app in HotWax Commerce.

   • Navigate to the Job Manager > Order page (for the example provided). For example, If the duplicacy arises in another area like Brokering, navigate to the corresponding section, such as Job Manager > Brokering.

2. Identify Duplicated Jobs:

   • Traverse all jobs and identify those with overlapping schedules. For example, Approve Order is scheduled every 5 minutes, and Approve Sales Order is scheduled every 15 minutes.

   • Duplicated jobs can also be identified by disabling the job with the exception. If the job is disabled once and it is still visible as scheduled after refreshing the page, then the job was duplicated.

Resolve the Issue:

1. Compare Jobs:

   • Compare both jobs to understand their functionality and attributes.

2. Disable Duplicated Job:

   • Terminate or remove the duplicated job causing the exception and the one that is outdated.

   • Click on the job to open its details.

   • Click the Disable button to deactivate the job.

3. Verify Job Termination:

   • Navigate to the pipeline page and search for the disabled job to ensure the problematic job is successfully disabled.

By following these detailed steps, you can effectively troubleshoot and ensure a smooth job execution process, minimize system performance issues, and maintain accurate data management.

Objective:

If you observe that a process is not functioning correctly in Hotwax Commerce, for example, if orders are not being synchronized, this issue often stems from either the job not being scheduled at all or being incorrectly scheduled. Ensuring proper job scheduling is crucial to maintaining the smooth operation of processes like order synchronization within Hotwax Commerce. This document aims to provide a structured approach for identifying and resolving synchronization issues between HotWax Commerce and external systems due to job scheduling errors.

Common Scenarios:

1. A job is not scheduled or is disabled, preventing expected data synchronization. For example, the operation team often forgets to schedule the Process Bulk Imported Files and expects the Import Orders Job will fetch all the orders from Shopify and start showing them in HotWax Commerce.

2. A job is not scheduled correctly, causing delays or affecting synchronization. For example, If you schedule a job with a frequency to run with a run-time value(date) of two days later when the job was supposed to run 15 minutes from now, then the job won’t start running in every 15 minutes until 2 days.

Step-by-Step Troubleshooting Process:

Verify If Issue Exists:

1. Identify the Exception:

   • Check if a process is not working as expected by looking at the results. If you don't get your desired result within a specified time frame, it indicates an exception.

2. Backtrack the Exception:

   • Look into the results in HotWax Commerce OMS to identify the step or task that is not performed.

3. Access Job Manager:

   • Open Job Manager using your user credentials.

   • Navigate to the job causing the issue. For example, if the issue is related to order import(as we see in the above example), go to Job Manager > Miscellaneous > Process bulk import files.

4. Analyze the Job:

   • Check if the job is scheduled correctly.

   • Identify if the job is disabled or configured incorrectly.

Read here to learn more about jobs in HotWax Commerce that can be scheduled as per the retailer’s preference.

Resolve the Issue:

1. Schedule or Configure the Job:

   • If the job is Disabled, schedule it by adding the runtime value and the frequency in which the job should run

   • If the job is configured incorrectly, update it as per your preference. Read here to learn more about how to schedule a job in HotWax Commerce.

2. Save the Changes:

   • Make the necessary changes to the job.

   • Click on the Save Changes button to ensure they take effect.

Additional Steps for Ensuring Proper Job Execution:

1. Verify Job Schedule:

   • Check the job schedule on the pipeline page to ensure the job is scheduled and running at the desired frequency and time.

2. Monitor Job Execution:

   • After scheduling or reconfiguring the job, monitor its execution to ensure it runs as expected.

By following these detailed steps, you can effectively troubleshoot and resolve synchronization issues between HotWax Commerce and Shopify caused by jobs not being scheduled or incorrectly scheduled. This ensures smooth job execution, minimizes system performance issues, and maintains accurate data management.

Jobs for Pre-Order Catalog Management in HotWax Commerce

Frequency for Pre-Order Jobs

All Pre-order jobs have a defined frequency of 15 minutes by default which can be modified and adjusted at any point of time as per the requirement. The user may have various options to modify the job, such as altering the run time, adjusting the frequency, and adding custom parameters if required, or can also cancel the job to reduce system load. Users can follow the given steps to execute any changes in the existing jobs to update the runtime and the scheduled frequency of the job whenever required.

Runtime: Time at which a job is scheduled particularly. Scheduled Frequency: A time duration for repeated occurrence.

1. Go to the Pipeline and search for the Job, by job name or related keyword.

2. Click on the Job Card to refer to the job detailed view.

3. Select the runtime function dropdown to change the run time from the dropdown or make custom changes.

4. Or change the scheduled frequency by choosing it from the dropdown or make a custom requirement.

5. Ensure to save the changes.

6. Users can add custom parameters to the jobs and schedule them accordingly.

7. Users can also “Skip” or “Cancel” the jobs from the same job detailed card.

Pre-sell Catalog (Auto Refresh Presell Catalog)

Job ID: JOB_REL_PREODR_CAT Job Name: Reset Preorder catalog Items

Description: The Pre-sell Catalog job automatically manages the addition or removal of pre-sell products from the HotWax Pre-order/Backorder category. This job checks for new products eligible for pre-order/backorder in the received feeds from ERP and adds them to the pre-order backorder catalog in HotWax Commerce based on specific eligibility criteria for product inventory, purchase orders, and order queues.

Troubleshooting Use Case

Issue 1: New or existing products do not appear as pre-orders or backorders.

Possible Causes:

• Item does not exist in the system

• PO status is canceled

• Item has Inventory in the system

Resolution Steps:

1. Status of PO items must be created or approved, ensuring canceled PO items are not considered for Pre-Order.

2. The promise date of a PO item must be in the future, guaranteeing that purchase order items will arrive in the future, not from an old PO.

3. The current inventory of the item must be 0, indicating it's out of stock and qualified for Pre-Order or backorder.

4. If the 'isNewProduct' field of a PO is marked as “yes”, it’s identified as a Pre-Order product; if marked “no”, it's categorized as a backorder product.

Products from purchase orders that don't meet these criteria won't be listed in HotWax Commerce's pre-order catalog. It's important to ensure that purchase order items adhere to these criteria for accurate listing.

Issue 2: Products are not removed from the pre-order or backorder category.

Resolution Steps:

1. Ensure all future inventory of pre-orders is received.

2. Ensure the Purchase Order status changes to “Canceled” or “Completed”.

3. Ensure the Purchase Order arrival date (promised fulfillment date) has passed.

4. There is no Return for any pre-order or backorder.

Custom Parameters

Jobs for Synchronizing the Pre-Order Catalog with eCommerce

Pre-sell on Shopify

1. Job ID: JOB_PREORDER_CAT_SYC Job Name: Preorder catalog sync

2. Job ID: JOB_ADD_PREORD_VRT Job Name: Bulk Upload to add preorder tags to products

Description These jobs facilitate updates to the Presell catalog on Shopify, encapsulating all pre-order-related changes, including promised delivery dates, product categories, and statuses. This file is placed on a dedicated SFTP location. These jobs set the pre-order or backorder category in the meta fields to add the suitable tag to the parent product on Shopify.

1. Tagging as HC:Pre-order or HC:Backorder can be easily managed by enabling the checkbox for the Add pre-order tags and Add backorder tags jobs, which helps to employ tags and meta fields to modify the Add to Cart button and display the expected delivery date on Shopify PDP.

2. It is essential to click checkboxes to schedule the Remove Pre-order tags and Remove Backorder tags jobs to eliminate the HC: Pre-order and HC: Backorder tags when a product is removed from the pre-order catalog.

3. Add Promise Date check box is also to be selected to enable setting the expected delivery dates on the product on Shopify PDP

Troubleshooting Use Case

Issue 1: The product is not updated as a pre-order or a backorder at Shopify and PDP

Possible Causes:

1. PO status is canceled

2. PO has a past expected delivery date.

3. Items have available inventory in the system.

4. The generated file is not processed by Shopify and is lying unread at the specified SFTP location

Resolution Steps:

1. Status of PO items must be created or approved, ensuring canceled PO items are not considered for Pre-Order.

2. The promise date of a PO item must be in the future, guaranteeing that the purchase order item will arrive in the future, not from an old PO.

3. The current inventory of the item must be 0, indicating it's out of stock and qualified for Pre-Order or backorder.

4. If the 'isNewProduct' field of a PO is marked as “yes”, it’s identified as a Pre-Order product; if marked “no”, it's categorized as a backorder product.

5. Item is associated with the pre-order or backorder category.

6. Ensure the file is read and processed from the SFTP location.

Products from purchase orders that don't meet these criteria won't be listed in Shopify’s pre-order catalog. Contact the Shopify team if your product is still not listed on Shopify.

Custom Parameters

Promise Date Changes (Update Pre-Order Category Item Arrival Date)

Job ID: JOB_UL_PRMS_DTE Job Name: Update promise dates for pre-order products.

Description

Update Pre-Order Category Item Arrival Date

When there are any changes in the arrival dates of the multiple items in the purchase orders, the promise dates need to be first updated in the HotWax Commerce pre-sell category. The Sync Variant Details job ensures that the expected date changes in the purchase order arrival date, and the promise dates of the product are also updated on Shopify. These changes happen through the Update Pre-Order Category Item Arrival Date job which creates a file and processes all the updated date changes in the HotWax Commerce category, after this, the Sync Variant Details updates the changes on Shopify.

Troubleshooting Use Case

Issue 1: The promise date of the Product is not updated on Shopify PDP.

Possible Causes:

1. PO status is canceled

2. Item does not exist anymore in the pre-order or backorder category.

3. Item has Inventory in the system.

4. The generated file is not processed by Shopify and is lying unread at specified SFTP location

Resolution Steps:

1. Status of PO items must be created or approved.

2. The promise date of a PO item must be in the future.

3. Ensure the current inventory of the item must be 0.

4. Ensure that the file is processed by Shopify from the SFTP location

Jobs for Sales Orders with Pre-Order Items

To ensure accurate representation of pre-order information when pre-orders are downloaded alongside regular orders, specific notes or tags are included in incoming sales orders for easy identification of pre-orders. The job is scheduled by selecting the respective checkboxes while configuring the Pre-sell on the Shopify job from the Job Manager application.

Users are allowed to select multiple checkboxes to schedule various jobs in HotWax Commerce for managing sales orders with pre-order items more efficiently.

Add Pre-order/Backorder Tags

Description: These jobs assign pre-order/backorder tags to orders containing pre-selling items. This simplifies identification for the operations team. The job is scheduled by selecting the respective checkbox against the Add Pre-Order Tag or Add Backorder Tag. By default, the frequency will be scheduled just as specified for the Pre-sell on the Shopify job.

Add Promise Date

Description: These jobs will assign promise dates to sales orders, mirroring the dates provided to customers upon order placement for pre-order or backorder items. This job, when activated via checkbox, appends promise date notes to sales orders. By default, the frequency will be scheduled just as specified for the Pre-sell on the Shopify job.

Update Promise Date

Description: There might be multiple purchase Orders uploaded in HotWax Commerce. Once the active PO is exhausted, the subsequent PO gets active with a new arrival date. Sometimes, a new PO is introduced with an early arrival date, while the Item already has a specified promise date at Shopify PDP. In cases where promise dates change due to shifts in the arrival date of purchase orders, updates to the promise dates in sales orders are necessary. The Update promise date job updates the promise date notes of the sales orders. This job, when activated via checkbox, adds notes to the impacted order items on Shopify for changes in promise dates. By default, the frequency will be scheduled just as specified for the Pre-sell on the Shopify job.

Adjust ATP on Early PO in Bulk

Description: The ATP available on the purchase orders needs to be handled when exhausted or shifted from one PO to the other PO. Merchandisers frequently handle multiple Purchase Orders for identical SKUs. Sometimes, they might upload a new Purchase Order with an earlier promised date, even if there's an existing Purchase Order for the same SKU in the system. In such cases, re-allocating sales orders from the initial Purchase Order to the latest one with an earlier date becomes vital. This ensures that customers who place pre-orders first are given priority, guaranteeing timely delivery. The task automatically adjusts Purchase Order ATP allocations and reallocates pre-orders accordingly. To schedule this, users need to enable and set up the Adjust ATP on Early PO in Bulk by selecting the checkbox available in the More Jobs section.

Promise Date Changes

Auto Sync Date to order

Description: Merchants can change the promise dates in sales orders if there are any changes in the promise date due to arrival date changes in Purchase orders through this job. This job can be scheduled by checking the box against the job name Auto Sync Date to order, available in the job card Promise Date Changes. The frequency can be set as required from the available dropdown or can be customized.

Email Customers

Description: To efficiently manage customer expectations regarding changes in promised dates, activating the Email customers checkbox initiates a job that triggers automatic emails to customers. This action ensures customers are informed whenever there's a modification in the promised date since the job notifies customers of any changed promise dates for their orders.

Release Pre-orders

Description: HotWax Commerce facilitates users to automatically handle the release and brokering of Shopify Pre-Orders, ensuring fulfillment from the most suitable location without requiring manual intervention. HC strategically organizes all pre-orders in a dedicated queue until their physical inventory is received. This approach ensures that brokering processes are not initiated for orders lacking available inventory. Once the pre-order inventory arrives, HotWax Commerce transfers all orders from the pre-order queue to the brokering queue. This allows the system's engine to efficiently match the most suitable inventory with specific orders for fulfillment.

Auto Releasing

Daily Job

Description: Merchandisers can schedule this job through the Job Manager Application from the Pre Order Page by enabling the Run Daily checkbox in the auto-releasing card. This automated process releases pre-orders where the shipping date has arrived and inventory is available in HotWax Commerce for release.

Initial load page

Displays the jobs for initial OMS setup to import all products and orders.​

Characteristics

One time ExecutionThese jobs are executed only once during the initial setup and rarely during instance redeployments.

Product and Order Importation

Facilitate the importation of all products and orders from the eCommerce platform for the initial instance setup.

Scheduling Functionality

Empower users to schedule the import process, enabling them to select the desired execution time.

How to schedule jobs for initial load?

1. Go to the Initial Load category.

2. Initiate the Import Products in Bulk job.

3. Choose the desired runtime from the dropdown menu.

4. Confirm the selected runtime.

5. Go to Miscellaneous Jobs page.

6. Initiate the Process bulk imported files job.

7. Once product importation is complete, proceed to the Import Orders in Bulk job.

8. Select the preferred runtime from the dropdown menu.

9. Verify the order and fulfillment status.

10. Input the Last Shopify ID from which order numbers should be imported into HotWax Commerce OMS.

11. Execute the import process.

12. Go to Miscellaneous Jobs page.

13. Initiate the Process bulk imported files job.

Pipeline page

Provides a holistic view of all jobs, including their status, scheduled time, and execution details.

Characteristics

Chronological sequence for prioritized execution

Jobs are displayed in chronological sequence, ensuring that jobs with the closest expiration time are prioritized for execution.

Timeline Visualization for Clear Execution Scheduling

A highlighted time frame clearly depicts the job's runtime and scheduled frequency, providing a visual representation of the job's execution timeline.

On-the-fly Editing for Dynamic Job Management

Users can seamlessly skip, cancel, edit, or reschedule any pending jobs before they start running. This flexibility allows users to adapt to changing requirements and optimize job execution based on real-time needs.

Customized Job Configurations for Tailored Execution

Scheduled job parameters can be modified directly from the Job Pipeline page, enabling users to tailor job execution to specific needs. This flexibility allows for optimization of job performance and resource utilization.

Detailed Job History for Analysis and Troubleshooting

Comprehensive historical job data is readily accessible for analysis and troubleshooting purposes. Users can identify patterns, optimize job performance, and resolve recurring issues by examining historical job execution details.

Segmentation

Search

Easily locate specific jobs by name or category.

Filters

Quickly find jobs by applying filters based on category and status.

Pin job

Keep frequently accessed jobs readily available for quick access. Pinned jobs will be visible in the footer.

Recurrence

Displays the number of counts the job is retried once failed.

Bulk edit page

Displays configurations to schedule jobs in bulk.

Characteristics

Manage Jobs

Easily search and select the jobs you want to execute or configure. You can also schedule jobs and set their run times.

Schedule Jobs

Conveniently configure and schedule all selected jobs simultaneously to streamline your workflow.

Configurations

Product store

If your OMS is connected to multiple eCommerce stores selling different collections of products, you may have multiple Product Stores set up in HotWax Commerce.

eCom stores (Shopify Configs)

If your OMS is connected to multiple eCommerce stores selling the same catalog operating as one Company, you may have multiple Shop Configs for the selected Product Store.

Select jobs

Search Jobs and use the Add function to select jobs to be scheduled.

Scheduler

Configure and schedule all selected jobs simultaneously.

How to schedule jobs in Bulk

1. Choose the Product store.

2. Select the relevant Shopify configurations.

3. Click Select Jobs function to proceed to locate and add the jobs you wish to schedule.

4. Adjust the scheduled run time and frequency according to your requirements.

Shipping

Ship packed Orders:

Job name: Ship packed orders Job Enum ID: JOB_SHIP_ORD_PKD

Description

The Ship Packed Orders Job is activated in the Job Manager App, orders will be automatically marked as shipped. Ensure to enable the isTrackingRequired setting on shipping methods to prevent automatic shipment for methods without tracking codes. However, note that this setting does not directly apply to the orders being shipped. To streamline order shipping in HotWax Commerce, navigate to the Completed tab and select the Ship Orders function to bulk mark them as shipped.

No custom parameters for this job

History

Order Fulfillment History

Job Name: Order Fulfillment History Job Enum ID: JOB_ORD_FLMNT_HST

Description

The order fulfillment history job within HotWax Commerce is a crucial component of the system's functionality. It involves the creation or updating of records related to order fulfillment, which typically includes tasks such as processing orders, tracking inventory, and managing shipping and delivery. This job ensures that accurate and up-to-date information regarding order fulfillment is maintained within the system, enabling efficient handling of customer orders and timely delivery of products. By integrating with FTP (File Transfer Protocol), the job can securely access and exchange data, enhancing the automation and reliability of the order fulfillment process. Overall, this job plays a vital role in optimizing the operational efficiency and customer satisfaction of HotWax Commerce-powered businesses.

Custom Parameters

Notification

Open BOPIS Order Notification

Job Name: Open BOPIS Order Notification Job Enum ID: JOB_OPN_BOPIS_ORD_NT

To send an Open BOPIS order notification HotWax Commerce sends a notification for open and ready-to-pickup orders. In the Job Manager app, navigate to the fulfillment page, and click on the Open BOPIS order notification button. An extended menu will appear on the right allowing selection of the run time and scheduling preferences. Save the settings to regulate the frequency of the notifications.

No custom parameter for this job

Ready to Pick BOPIS Order Notification

Job Name: Ready to Pick BOPIS Order Notification Job Enum ID: JOB_RP_BOPIS_ORD_NT

Description

The Ready to Pick BOPIS Order Notification job sends a notification to the customer once their Buy Online, Pick Up In Store (BOPIS) order is packed and ready for pickup, ensuring timely communication about the order's availability for collection.

Custom Parameters

Open Shipping Order Notification

Job Name: Open Shipping Order Notification Job Enum ID: JOB_OPEN_SHIP_ORD_NT

Description The Open Shipping Order Notification job notifies store associates whenever an open order is received. This ensures that store associates are promptly alerted to new orders, enabling them to begin the fulfillment process without delay.

Custom Parameters

Auto Cancellations

Auto Cancellations

Job Name: Auto Cancellations

Description

Orders that remain unfulfilled beyond their auto-cancellation date will be automatically canceled within HotWax Commerce. Additionally, if the upload for canceled orders is enabled, these orders will also be canceled in Shopify.

No custom parameters for this job

More Jobs

Notification using communication events

Job Name: Notification using communication events

Job Enum ID: JOB_SND_ML_COMM

Description The Notification Using Communication Events job enables retailers to communicate to internal users by the help of the communication event feature on the view order page. This job ensures that internal teams are promptly alerted to important events for that particular order, facilitating efficient communication within the organization.

No custom parameters for this job

Packed BOPIS Order Reminder Notification

Job Name: Packed BOPIS Order Reminder Notification

Description The Packed BOPIS Order Reminder Notification job sends a reminder notification to customers informing them that their Buy Online, Pick Up In Store (BOPIS) order has been packed and is ready for pickup. This reminder is sent every 7 days, up to 3 times, ensuring the customer is informed and reminded to collect their order.

Custom Parameters

Import

New orders

Job Name: Import Orders Job Enum ID: JOB_IMP_ORD

Description

The Import Orders job is designed to import new orders recently created on eCommerce platforms into HotWax Commerce. New orders are identified by checking those created since the last time the job was executed. If the job is run for the first time, it defaults to orders created in the last 15 minutes from the execution time. This default duration can be adjusted using the "frequency" custom parameter.

Recommended Frequency Importing new orders every 15 minutes is generally sufficient to ensure customers have a grace period for order cancellations and to process expedited orders on time. However:

• Low Order Volume: For instances with lower order volume and more demanding fulfillment SLAs, consider increasing the frequency to every five minutes.

• High Order Volume: During periods of higher order volume, importing orders every 15 minutes is recommended to leverage HotWax Commerce's bulk import capabilities fully.

Approve Orders

Job Name: Approve Orders Job Enum ID: JOB_APR_ORD

Description In HotWax Commerce, all orders are initially marked as Created after downloading. Orders can be auto-approved using a scheduled job called Approve Orders, which checks the approval status of Shopify orders based on parameters set by Shopify merchants. The job runs at a default frequency and approves orders once all necessary details and required references are established.

Custom Parameters

Updates orders

Job Name: Import Order Updates from Shopify Job Enum ID: JOB_IMP_ORD_UPD

Description The Import Order Updates from Shopify job is specifically designed to handle the import of order updates from the eCommerce platform into HotWax Commerce. This job caters to a variety of order modifications, including the addition of new items, changes in item quantities, and the cancellation of items or entire orders.

Recommended Frequency The job is configured to run every 60 minutes, ensuring frequent updates and maintaining synchronization between Shopify and HotWax Commerce.

Canceled Orders

Job Name: Import Canceled Order Job Enum ID: JOB_IMP_CAN_ORD

Description The Import Canceled Orders job synchronizes order cancellations between the eCommerce platform and HotWax Commerce. It identifies orders marked as canceled in the eCommerce system and updates their status in HotWax Commerce, ensuring alignment and preventing further processing of canceled orders.

Canceled Items

Job Name: Import Canceled Items Job Enum ID: JOB_IMP_ITM_CNCL

Description The Import Canceled Items job is designed to actively monitor eCommerce platforms for order items that have been canceled. Unlike canceling the entire order, this job specifically targets canceled items and ensures their corresponding status is updated within HotWax Commerce. This job is crucial for maintaining accurate inventory records and order status in HotWax Commerce. By identifying and canceling individual items that have been canceled on the eCommerce platform, it prevents discrepancies and ensures that the system reflects the most up-to-date order information.

Recommended Frequency The job is configured to run every 15 minutes, ensuring a regular check for canceled items and prompt updates within HotWax Commerce.

Returns

Job Name: Import Order Returns Job Enum ID: JOB_IMP_RTN

Description The Import Order Returns job plays a crucial role in managing returned orders seamlessly between eCommerce platforms and HotWax Commerce. This job actively monitors eCommerce platforms to identify orders that have been returned. Subsequently, it initiates the creation of return transactions within HotWax Commerce. In cases where inventory is damaged, the job ensures accurate logging of Damaged variances in HotWax.

• Return Creation: The primary function of the job is to create return transactions in HotWax Commerce for orders identified as returned on the eCommerce platform.

• Restocking: If the inventory is damaged and marked as returnable, the job ensures that returned items are restocked appropriately.

Recommended Frequency The job is configured to run every 15 minutes, ensuring a regular check for returned orders and facilitating swift updates within HotWax Commerce.

Webhooks

Automated messages sent from eCommerce (Shopify) to OMS whenever an event occurs. They contain data about the event and are received in OMS, allowing real time communication between eCommerce and OMS.

Subscribe to Shopify eCommerce Webhooks from OMS for:

Upload

Completed Orders

Job Name: Upload Completed Orders

Job Enum ID: JOB_UL_CMPLT_ORD

Description

The Upload Completed Orders job synchronizes all orders marked as "Completed" in HotWax Commerce with Shopify. This ensures that orders in Shopify are updated to a "Fulfilled" status, maintaining accurate and consistent order tracking across both systems.

Recommended Frequency

The job is configured to run at a frequency that suits the needs of your business, ensuring timely updates for fulfilled orders.

Parameters

Canceled Orders

Job Name: Upload Canceled Orders

Job Enum ID: JOB_UL_CNCLD_ORD

Description

The Upload Canceled Orders job is used to upload canceled orders from HotWax Commerce to Shopify. HotWax Commerce allows retailers to set an auto-cancel date for each order, which defaults to 7 days. If an order is not fulfilled within this time frame, it is automatically canceled in HotWax Commerce and requires updating on Shopify to ensure both systems stay in sync. This bulk operation helps streamline the cancellation process, reducing manual effort and minimizing discrepancies between HotWax Commerce and Shopify.

Custom Parameters

More Jobs

Party Identification

Job Name: Party Identification Job Enum ID: JOB_PARTY_IDENT

Description The Party Identification job is designed to create or update Party Identification records within the system. This job ensures accurate and up-to-date identification of parties involved.

Recommended frequency The job is configured to run at a frequency that aligns with the business needs for regular updates of party identification records.

Custom Parameters

Update Order Tags

Job Name: Update Order Tags Job Enum ID: JOB_UPD_TAG_ORD

Description The Update Order Tags job, identified by Job Enum ID UPDATE_ORDER_TAGS, is designed to perform bulk updates to order tags on the eCommerce platform. This job facilitates efficient and large-scale modifications to order tags, ensuring synchronization with the latest data.

Recommended Frequency The job frequency can be configured based on the business needs and the desired frequency of updating order tags in bulk.

No custom parameters for this job

Complete Order Items from Shopify

Job Name: Complete order items from Shopify Job Enum ID: IMP_COMPL_ORD_ITM

Description The Complete Order Items from Shopify job ensures that order statuses remain synchronized between Shopify and HotWax Commerce. When items in an order are marked as completed in Shopify, this job automatically updates the corresponding items in HotWax to reflect their completed status. This synchronization helps maintain accurate order tracking, reduces manual updates, and ensures consistency across both platforms.

No custom parameters for this job

Approve Sales Orders

Job Name: Approve Sales Order Job Enum ID: JOB_APR_SALES_ORD

Description The Approve Sales Order job is designed to facilitate the approval of sales orders within the system. This ensures that sales orders are processed and approved promptly.

Recommended frequency The job is configured to run at a frequency that aligns with the business needs for timely approval of sales orders.

Custom Parameters

Bulk Process Refund for Received Return

Job Name: Bulk Process Refund for Received Return Job Enum ID: BLK_PROCESS_RTN_RFND

Description The Bulk Process Refund for Received Returns job is designed to efficiently process returns in bulk and push them to the Shopify platform. This job specifically handles returns that are associated with a sales channel set to POS. It is particularly useful for retailers who do not use Shopify's POS system, enabling them to manage returns and process refunds in bulk for smoother operations and accurate financial records.

Custom Parameters

Create Exchange Order

Job Name: Import Create Exchange Order Job Enum ID: JOB_CRT_SALES_ORD

Description The Create Exchange Order job processes orders for which an exchange has been initiated in Shopify and synchronizes these exchange details into HotWax Commerce. This ensures accurate tracking and management of exchange orders within the OMS.

Custom Parameters

Create Return Order

Job Name: Import Create Return Order Job Enum ID: JOB_CRT_RETURN

Description This job imports all return requests created in Shopify into HotWax Commerce. It ensures that return data, including returned items and customer details, is automatically synced for processing. This job helps keep records up to date, supporting accurate inventory adjustments and streamlined return management across both platforms.

Custom Parameters

Create Shipment for Incoming Returns

Job Name: Create Shipment for Incoming Returns Job EnumID: INCOMING_SHPMNT_RETN

Description The Create Shipment for incoming returns job serves to manage the reception of return shipments efficiently. When a return is initiated through Shopify, the return item details are added into the receiving app of HotWax Commerce.

Custom parameters

Import Last Day Orders from Shopify

Job Name: Import last day orders from Shopify Job Enum ID: JOB_IMP_MISS_ORD

Description The Import Last Day Orders from Shopify job imports all orders received on Shopify from the previous day into HotWax Commerce. This job ensures that no orders are missed, keeping the order data synchronized between Shopify and HotWax Commerce for accurate processing and inventory management. It helps maintain consistency across both platforms by ensuring all recent orders are promptly imported and recorded.

Custom Parameters

Order Item Attribute

Job Name: Order Item Attribute Job Enum ID: JOB_ORDER_ITM_ATTR

Description The Order Item Attribute job is designed to create or update Order Item Attribute records. This job ensures the accurate maintenance of order item attributes within the system.

Recommended frequency The job is configured to run at a frequency that suits the needs of your business, ensuring timely updates for order item attributes.

Custom parameters

Order Item Rejected

Job Name: Order Item Rejected Job Enum ID: JOB_ORDER_ITM_RJCT

Description The Order Item Rejected job records items that cannot be fulfilled, creating a rejection record in HotWax Commerce. This job ensures that order items, that are rejected from the fulfillment location where they were first allocated, are recorded for tracking purposes. It helps improve inventory management by keeping accurate records of items that could not be fulfilled from their original location.

Custom Parameters

Import Transfer Order

Job Name: Import Transfer Order Job Enum ID: JOB_ORDER_ITM_TO

Description The Import Transfer Order job brings transfer order details into the order management system from the ERP system to ensure consistency and accuracy in the inventory transfers. This process supports inventory accuracy by facilitating the fulfillment and receipt of inventory transfers.

Custom parameters

Order Identification

Job Name: Order Identification Job Enum ID: JOB_ORDER_IDENT

Description The Order Identification job is designed to create or update Order Identification records within the OMS. This job ensures accurate and up-to-date identification of orders.

Recommended frequency The job is configured to run at a frequency that aligns with the business needs for regular updates of order identification records.

Custom parameters

Import Order Metafield

Job Name: Import Order Metafield Job Enum ID: IMP_ORD_META_FLD

Description The Import Order Metafield job is designed to schedule a job for downloading order metafields. This job ensures the timely synchronization of order metafields from the specified namespace.

Recommended frequency The job is configured to run at a frequency that aligns with the business needs for regular updates of order metafields.

Custom parameters

Import Customer

Job Name: Import Customers from Shopify Job Enum ID: JOB_IMP_CSTMR

Description The Import Customer job imports customer data from Shopify into HotWax Commerce. This job ensures that customer information, including contact details and order history, is accurately synced between the two platforms, supporting smooth order processing and customer management in HotWax Commerce.

Custom Parameters

Approve Transfer Order

Job Name: Approve Transfer Orders Job Enum ID: JOB_APR_TO

Description The Approve Transfer Order job approves all transfer orders imported into HotWax Commerce from Shopify. This job ensures that the transfer orders are validated and ready for fulfillment, allowing the processing and shipping of items to proceed smoothly. It helps streamline the order fulfillment process by automating the approval of transferred orders.

Custom Parameters

Import Order Attribute

Job Name: Import order attribute Job Enum ID: JOB_ORDER_ITM_ATTR

Description Order attributes are additional details associated with an order that provides essential information for processing. For example, order attributes are used to move an order from the "created" state to the approved state, among other functions. The Import Order Attribute job imports these attributes, ensuring they are available for fulfillment once the order reaches the approved state.

Custom Parameters

Order Item Fulfillment

Job Name: Order Item Fulfillment Job Enum ID: JOB_ODR_ITM_FLFLMNT

Description The Order Item Fulfillment job is designed to complete order items using a JSON file in MDM (Master Data Management). This job ensures the fulfillment of order items and synchronization with the provided JSON file.

Recommended frequency The job is configured to run at a frequency that aligns with the business needs for completing order items using the MDM JSON file.

Custom Parameters

If you are unable to schedule a job in the Job Manager application, and the job data is not appearing, it could be due to missing job draft data, missing job runtime data, or issues with the service in the OMS.

Step 1: Verify Job Data in the OMS Backend

Access the instance web tools using this URL: .

Step 2: Check Job Data

1. In the JobSandbox form, find the Job Name field.

2. Enter the job name you are attempting to schedule.

3. Move to the "Status Id" field and enter SERVICE_DRAFT.

4. Click the search button.

Step 3: Verify Job Data

If the job data is not found, it means it's missing, and you need to add it. Refer to the for guidance on how to create and input job data.

Additional Steps for Checking Service and Job Runtime Data:

In cases where the job draft data is available but scheduling issues persist, follow these steps:

Step 4: Check Service Data

1. Locate the service name field in the job draft data.

2. Check if there is data in the service name field.

3. If not found, contact the HotWax Support team for assistance.

Step 5: Check Job Runtime Data

1. Extract runtime ID from the job draft data.

2. Search for the Runtime Data entity and input the runtime ID in the "Runtime ID" field.

3. Click the search button.

If Runtime Data is Missing:

If Runtime Data is Incorrect:

If runtime data is available, and the job is still not executing, the data is incorrect.

1. Edit the runtime record, scroll down to find runtimeInfo, and copy the text.

2. Remove rich text using tools like ChatGPT.

3. Replace the cleaned data in runtime info and update it.

4. Retry the job to check if the issue is resolved.

If the problem persists, contact support for further assistance.

By following these steps, you can ensure that the necessary job data is available, allowing you to schedule the job successfully in the Job Manager application.

Sync

Import Products

Job Name: Import New Products

Job Enum ID: JOB\_IMP\_PROD\_NEW

Description

The Import New Products job is designed to import new products from eCommerce or Product Information Management systems. This job is crucial for keeping your product catalog updated with the latest additions and ensuring accurate representation on your platform.

Recommended Frequency

The job frequency is set to run every 15 minutes by default. You may adjust this frequency based on the frequency of new product additions and the desired update interval for your product catalog.

Custom Parameters

Sync Products

Job Name: Import Product Updates

Job Enum ID: JOB\_IMP\_PROD\_UPD

Description

The Import Product Updates job is designed to update existing products from eCommerce or Product Information Management (PIM) systems. This job ensures that your product information stays current and reflects any changes made in the source system.

Recommended Frequency

The job frequency is set to run every 15 minutes by default. Adjust the frequency based on the update frequency of your product data in the eCommerce or PIM system.

Custom Parameters

Webhooks

Automated messages sent from eCommerce (Shopify) to OMS whenever an event occurs. They contain data about the event and are received in OMS, allowing real time communication between eCommerce and OMS.

Subscribe to Shopify eCommerce Webhooks from OMS for:

More Jobs

Import Kit Components

Job Name: Import kit components

Job Enum ID: IMP\_KIT\_METAFIELD

Description

The Import Kit Product Components job is specifically designed to import components of kit products from an external system. This job ensures that kit product components are accurately reflected in the Order Management System (OMS).

Recommended Frequency

The frequency of running this job depends on the frequency of updates or changes to kit product components. It is recommended to run this job as needed based on changes in the external system.

Custom Parameters

Import Promo Code

Job Name: Import Promo Code

Job Enum ID: JOB\_IMP\_PRMO\_CODE

Description

The Import Promo Code job is designed to import promotional codes into the system. This job is essential for managing and updating promotional offers on your platform.

Recommended Frequency

The frequency for running this job depends on the frequency of updates to your promotional codes. Adjust the frequency accordingly to ensure timely and accurate updates.

Custom Parameters

Product Identification

Job Name: Product Identification

Job Enum ID: JOB\_PROD\_IDENT

Description

The Product Identification job, identified by Job ID JOB_PROD_IDENT, is designed to create or update GoodIdentification records for products. This job is crucial for maintaining accurate identification and synchronization of product information across systems.

Recommended Frequency

The frequency for running this job depends on the frequency of updates to product identifications. Adjust the frequency accordingly to ensure timely and accurate updates.

Custom Parameters

Activate Products on Shopify

Job Name: Activate products on Shopify

Job Enum ID: JOB_ACT_PROD_SHPFY

Description The Activate Products on Shopify job synchronizes activated products, such as gift cards, from HotWax Commerce to Shopify. Gift cards, as stored-value products, must be activated to ensure customers can redeem them upon receipt. This job ensures that once gift cards are activated in HotWax Commerce, the activation codes are automatically synced to Shopify, making them immediately redeemable for customers.

Custom Parameters

Associate Products with Sub Catalog

Job Name: Associate products with sub catalog

Job Enum ID: JOB\_UPD\_PROD\_ASSOC

Description

The job identified by Job ID JOB_UPD_PROD_ASSOC is specifically crafted to link products within a child product catalog (typically a non-master catalog) with those in the master product catalog in OMS. This process is vital for ensuring accurate product associations across multiple Shopify stores utilizing the same product catalog, thereby enhancing consistency in the system.

Recommended Frequency

The recommended frequency for running this job is every 60 minutes. Adjust the frequency based on the frequency of updates or changes to product associations.

Custom Parameters

Remove Promo Code

Job Name: Remove Promo Code

Job Enum ID: JOB\_RMV\_PRMO\_CODE

Description

The Remove Promo Code job, identified by Job ID JOB_RMV_PRMO_CODE, is designed to remove promotional codes from the system. This job is crucial for maintaining an accurate and up-to-date list of active promotional offers on your platform.

Recommended Frequency

The frequency for running this job depends on the removal frequency of your promotional codes. Adjust the frequency accordingly to ensure timely and accurate removals.

Custom Parameters

The Find Sales Order page in HotWax Commerce offers users a comprehensive listing of all orders, accompanied by essential order details including order items, order ID, order date, and customer information. Additionally, users can easily ascertain the current status of each order and identify the facility to which it is allocated. For enhanced order management, the page also displays promise dates and auto-cancel dates, ensuring timely fulfillment.

To streamline the search process, users have the option to search for orders using product identifiers on the search page. Moreover, filters such as product store, facility, and sales channel are available to further refine and manage the order list.

For seamless integration with external systems, users can export order data in CSV format, facilitating efficient order fulfillment processes across platforms.

HotWax Commerce offers the following features on the Sales Order Page:

Search Sales Orders

The Search Sales Order feature on the Sales Order page provides users with quick access to information regarding a specific Order Information. Users can search for Orders based on various identifiers such as Order ID, Customer name, SKU, etc. to get an instant overview of the order.

Step-by-Step Usage Instructions:

1. Navigate to the HotWax Commerce platform and log in with your credentials. The first page that opens up upon logging in is the Sales Order page.

2. Within the Sales Order Page, you'll find a search bar.

3. In the search bar, you can enter the identifier of the desired order you wish to locate.

4. Press the Enter key to initiate the search process after entering the search criteria.

5. The platform will display the search results based on the provided SKU or order ID.

6. You can now view all pertinent details related to the order, including customer information, order items, and status. Click on the order to access the detailed information.

Filter Orders

HotWax Commerce allows users to sort through numerous orders based on different filter criteria. Enabling users to focus on specific subsets of orders, making it particularly valuable for those dealing with high order volume.

You can apply these filters to Sales Orders:

Filter Orders based on Queue

HotWax Commerce has different queues that act as a virtual facility to park the orders that are awaiting fulfillment. Users can view the orders in the queue to identify orders that currently do not have inventory allocated to them.

By filtering orders based on queues, users can focus on handling orders that require immediate attention or fall into the queue.

Users can also filter the orders that will be auto-canceled today to make sure such orders are prioritized.

Export Orders

Enables users to export all displayed sales orders into CSV using the Export CSV function. Once the filtered orders are displayed, Click on the Export CSV option to initiate the export process.