Transfer Order Fulfillment

How to fulfill transfer orders in HotWax Commerce

Use the Fulfillment App to fulfill Transfer Orders (TOs). Use the app for store-to-store and store-to-warehouse transfers; complete warehouse-to-store transfers in your Warehouse Management System (WMS). This guide covers locating a TO, picking and packing inventory, creating shipments, handling exceptions, and completing fulfillment.

Fulfilling a TO

Locate the TO

• Open the Transfer Orders page.

• Use the search bar to look up the TO by ID or name.

• You only see TOs where the origin facility matches your selected facility.

Review TO details

Opening a TO displays:

• Item list with product name, image, SKU, and ordered quantity.

• Total number of items to fulfill.

• A progress bar that shows fulfillment progress per item.

This view helps you verify items before starting fulfillment.

Print picklist

• Select Print Picklist to generate a packing checklist.

• For details, see Transfer Order Picklist.

Pick items

Pick items using one of three methods:

1. Barcode scanner: Scanning selects the item and increments the picked quantity.

2. iPad camera: Tap Scan to open the camera and scan the barcode.

3. Enter SKU: Enter the SKU in the Scan Item field.

Each scan or SKU entry adds one unit and updates the progress bar. You can also manually enter picked quantities once an item is selected.

Tip: Use Pick All when you are picking the entire ordered quantity for an item.

Create shipment

TOs may be fulfilled in multiple shipments or in a single shipment.

Fulfill in multiple shipments

If you are fulfilling multiple shipments, record only the items for the current shipment. The rest remain open until fulfilled later.

• Enter quantities for the items included in the current shipment.

• Tap Create Shipment and confirm by selecting Create.

Fulfill in single shipment

When the entire TO is fulfilled at once, all items are picked and shipped together.

• Tap Pick All for every item in the TO.

• Tap Create Shipment and confirm by selecting Create.

Once a shipment is created, the TO is marked as fulfilled and cannot be edited.

Review shipment

After a shipment is created, the Review shipment page opens. Choose either to:

• Tap Generate shipping label to fetch carrier and tracking information automatically, or

• Enter the carrier and tracking code manually.

Complete shipment

After entering the tracking code:

• Select Complete Shipment.

• Confirm by tapping Ship.

Exception handling

Rejecting an item in a TO

If an item cannot be fulfilled (missing inventory, damage, or incorrect listing), reject it. Rejecting any item rejects the entire TO and records an inventory variance so future orders plan against accurate stock.

Steps to reject an item:

• Open the Report an Issue dropdown next to the item.

The Report an Issue dropdown is only available if no shipments have been created for the TO.

- Select a rejection reason (for example, Not in stock, Mismatch, or Damaged). - Remaining items default to **No Variance** and the **Reject Items** button appears. - Select **Reject Items** and confirm by tapping **Reject**.

After rejection, the TO moves to Rejected Order Parking, and inventory variance is logged based on the selected reason. For details on rejection reasons, see Rejections.

Cancelling an item in a TO

You can cancel a specific item even if it has been partially fulfilled (for example, low stock, damaged inventory, or a cutoff). Cancelled items are no longer available for fulfillment in either app.

Steps to close an item:

• Tap Close Items.

• In the review dialog, select the checkboxes for the items to close, then tap the Save icon.

• When prompted, tap Proceed to confirm.

Closed items are removed from the TO in both the Fulfillment App and the Receiving App.