Data import and export
Learn about the data import/export feature in HotWax Commerce's Master Data Manager. Efficiently manage bulk data updates and streamline data handling in OMS.
HotWax Commerce OMS provides two methods for adding or updating data in bulk:
Direct Manual Uploads: Users can leverage the import/export capabilities to manually upload data.
Automated Jobs: The system can process data shared by third-party systems through automated jobs, which then import the data into HotWax Commerce.
Steps to Manually Import or Export Data in HotWax Commerce OMS
Login into OMS and navigate to the hamburger menu.
In the hamburger menu, click on the MDM section, then on EXIM.
On the EXIM page, retailers can click the link they want.
Inside the MDM, on the top-left corner, retailers can upload a CSV file and download a sample CSV file.
Import/Export Generally Used in Initial Setup
Import/Export Facilities
Instead of creating facilities individually through the Facilities App, retailers can upload a CSV file for all facilities.
To import a Facilities CSV, go to the EXIM page under the Imports tab in the Warehouse section and click on Facility MDM. Similarly, to export facilities for any specific reason, retailers can navigate to the Export tab in the Facilities MDM within the Warehouse section.
When importing facilities, some fields need to be filled mandatorily, while others can be filled for further reference. Here is the list of mandatory fields:
1
facility-id
Unique identifier for the facility.
2
external-id
External identifier for the facility.
3
facility-name
The name of the facility.
4
address-line-1
Primary address line of the facility.
5
address-line-2
Secondary address line of the facility, if applicable.
6
City
The city where the facility is located.
7
zip-code
Zip or postal code of the facility's location.
8
state
State or province of the facility's location.
9
country
Country where the facility is located.
10
latitude
Latitude coordinate of the facility's location.
11
longitude
Longitude coordinate of the facility's location.
12
phone-number
Phone number for contacting the facility.
13
Contact email address for the facility.
Import Employee
Instead of creating each user individually through the User App, retailers can upload a CSV for all the Users.
To import an Employee CSV, go to the EXIM page under the Imports tab and click on Employee MDM.
When importing Employee data, some fields need to be filled mandatorily, while others can be filled for further reference. Here is the list of mandatory fields:
1
party-id
Unique identifier for the party (individual or organization).
2
external-id
External system reference ID for integration purposes.
3
first-name
First name of the party.
4
last-name
Last name of the party.
5
enabled
Indicates if the account is active (true/false).
6
relationship-status
Current status of the party’s relationship (e.g., active, inactive).
7
user-login-id
Login ID for the user.
8
password
Password for user authentication.
9
party-classifications
Classifications assigned to the party (e.g., customer, supplier).
10
party-identifications
Identifications or IDs associated with the party.
11
relationships
Relationships linked to the party (e.g., parent-child relationships).
Import Calendar
HotWax Commerce provides two convenient options for managing the facility calendar: through the Facilities App or via the Calendar MDM. Retailers can import a generic calendar based on the store's operating hours. Later, it can be linked to the facility using the Import Store Calendar Assoc under the Imports tab in the MDM section.
To import a Calendar CSV, go to the EXIM page under the Imports tab in the MDM section and click on Calendar MDM. When importing a calendar, some fields need to be filled mandatorily. Here is the list:
1
calendar-id
A unique identifier for the calendar used to manage facility schedules.
2
description
A brief description of the calendar or its purpose.
3
monday-start
The start time for operations on Monday.
4
monday-capacity
The maximum capacity or limit for operations on Monday.
5
tuesday-start
The start time for operations on Tuesday.
6
tuesday-capacity
The maximum capacity or limit for operations on Tuesday.
7
wednesday-start
The start time for operations on Wednesday.
8
wednesday-capacity
The maximum capacity or limit for operations on Wednesday.
9
thursday-start
The start time for operations on Thursday.
10
thursday-capacity
The maximum capacity or limit for operations on Thursday.
11
friday-start
The start time for operations on Friday.
12
friday-capacity
The maximum capacity or limit for operations on Friday.
13
saturday-start
The start time for operations on Saturday.
14
saturday-capacity
The maximum capacity or limit for operations on Saturday.
15
sunday-start
The start time for operations on Sunday.
16
sunday-capacity
The maximum capacity or limit for operations on Sunday.
Import Store Calendar Assoc
In HotWax Commerce, retailers can set the operating hours of a facility in two ways:
From the Operating Hours setting in the Settings page of the Facilities App.
From the Import Calendar Assoc in MDM.
The Import Calendar Assoc is used to set the operating hours of a particular facility. Retailers can find this under the Imports tab in the MDM section.
When importing the CSV, some fields need to be filled mandatorily. Here is the list:
1
store-id
Unique identifier for the store.
2
calendar-id
Unique identifier for the calendar associated with the store.
3
from-date
Start date for the calendar's validity period.
4
thru-date
End date for the calendar's validity period.
Import Inventory Variances
This import in HotWax allows retailers to update inventory based on the identification type used in external systems. By importing a CSV file into HotWax, inventory adjustments are marked.
This import records variances based on the given delta and updates both ATP (Available to Promise) and QOH (Quantity on Hand). The MDM feature can set inventory to 0 but cannot make it negative.
Example: When an Inventory Reset file is provided by an external system (e.g., NetSuite), and Product A's inventory is updated to 5 while HotWax currently shows 10, a variance of (+5) will be logged, increasing the total inventory to 15. Similarly, if the file specifies a variance of -5, the system's inventory will adjust to 5. When importing Inventory Adjustments, some fields need to be filled mandatorily, while others can be filled for further reference. Here is the list of mandatory fields:
1
facilityId
Unique identifier for the facility.
2
externalFacilityId
Identifier used for the facility in external systems.
3
idType
Type of identifier being referenced (e.g., product).
4
idValue
Specific value of the referenced identifier.
5
availableDelta
Change in the available quantity for the facility.
6
locationSeqId
Sequence ID of the location within the facility.
7
varianceReasonId
Identifier for the reason behind a variance in inventory or data.
8
comments
Additional remarks or notes related to the record.
Import Future Inventory
This import is used by retailers to schedule restocking for a product at future scheduled date and time, making the inventory available in HotWax Commerce and on Shopify at their preferred times.
When scheduling a restock, certain mandatory fields should be filled. These fields are listed below:
1
Shopify Product SKU
Unique ID for a Product in Shopify.
2
Restock Quantity
The quantity of items restocked.
3
Schedule
Allows selecting the time.
4
Facility ID
Unique ID for a facility where restock is scheduled.
5
Product Store
The name of the Product Store.
6
Shopify Store
Name of the Shopify Store on which the inventory will change.
7
Restock Name
Name for the restock.
Reset Inventory by ATP
When NetSuite (or any third-party system) is used as a Warehouse Management System (WMS), it reserves inventory for orders that need to be fulfilled. To sync inventory with HotWax Commerce OMS based on the sellable inventory in NetSuite (or any third-party system of records for inventory), the Reset Inventory by ATP method is used. This process updates HotWax OMS by comparing the quantity in the import file with the system's current ATP. The difference (delta in ATP) is applied to both ATP and QOH (Quantity on Hand) in HotWax OMS.
Example:
For Product A at a store:
Initial QOH: 10 units
Initial ATP: 5 units
File’s Quantity: 4 units
After resetting:
ATP: 4 units (adjusted by the delta of -1).
QOH: 9 units (adjusted by the delta of -1).
This method ensures accurate syncing of sellable inventory while accounting for reserved stock in NetSuite.
The Reset file contains the following fields:
1
productId
Unique identifier for the product.
2
idValue
Value corresponding to the identification type.
3
facilityId
Identifier for the facility location.
4
locationSeqId
Sequence ID for the specific storage location.
5
quantity
Number of items involved in the action.
6
reason
Explanation for the inventory adjustment.
7
comments
Additional notes or remarks.
Reset Inventory by QOH
The Reset Inventory by QOH method is used when you want to sync the physical inventory from a third-party system, such as NetSuite, to HotWax Commerce OMS without considering inventory reservations. This ensures that the QOH (Quantity on Hand) in HotWax matches the physical inventory recorded in the external system. When the reset file is imported, the OMS compares the QOH value in the file with its systemic QOH. The difference (delta in QOH) is then applied to both QOH and ATP (Available to Promise), ignoring any reservations.
Example:
For Product A at a store:
Initial QOH: 10 units
Initial ATP: 5 units
File’s Quantity: 4 units
After resetting:
QOH: 4 units (adjusted by a delta of -6).
ATP: -1 unit (adjusted by the same delta of -6).
This method ensures a direct update of physical inventory levels in HotWax OMS.
When the “RESET INVENTORY BY QOH” file is uploaded it has some fields which are listed below:
1
productId
Unique identifier for the product.
2
idValue
Value corresponding to the identification type.
3
facilityId
Identifier for the facility location.
4
locationSeqId
Sequence ID for the specific storage location.
5
quantity
Number of items involved in the action.
6
reason
Explanation for the inventory adjustment.
7
comments
Additional notes or remarks.
Reset Inventory by ATP & QOH
The Reset Inventory by ATP & QOH method is used when you want to update both QOH (Quantity on Hand) and ATP (Available to Promise) in HotWax Commerce OMS, while maintaining the difference between them. This method accounts for reservations, safety stock, and network thresholds configured in HotWax OMS when recalculating ATP.
Example:
For Product A
Initial QOH: 15 units
Initial ATP: 10 units
Difference (QOH - ATP): 5 units
File’s Quantity: 20 units
After resetting:
New QOH: 20 units (updated to match the file).
New ATP: 15 units (adjusted to retain the difference of 5 units).
This approach ensures accurate updates to inventory levels while respecting the system's inventory policies and calculations.
When the “RESET INVENTORY BY ATP & QOH” file is uploaded it has some fields which are listed below:
1
productId
Unique identifier for the product.
2
idValue
Value corresponding to the identification type.
3
facilityId
Identifier for the facility location.
4
locationSeqId
Sequence ID for the specific storage location.
5
quantity
Number of items involved in the action.
6
reason
Explanation for the inventory adjustment.
7
comments
Additional notes or remarks.
Export Order
If the admin team wants to export orders based on multiple filters or criteria, they can navigate to their OMS instance. The default page that opens is the “Find Order Page”. From there, they can apply filters and then export the CSV file of orders.
When exporting the CSV it gives some major fields which are listed here :
1
orderId
Unique identifier for the order.
2
orderName
Name or description of the order.
3
orderItemSeqId
Sequential identifier for the order item.
4
productId
Unique identifier for the product.
5
parentProductName
Name of the parent product associated with the order item.
6
productName
Name of the product in the order.
7
internalName
Internal name of the product within the system.
8
quantity
Quantity of the order item.
9
orderItemStatusId
Status identifier for the order item.
10
orderItemStatusDesc
Description of the order item status.
Import/ Export that are generally used
Export Inventory Config
This is used to export inventory details such as Product Id, Facility Id, ATP, Minimum Stock from HotWax. To export an Inventory CSV file, go to the EXIM page, navigate to the Exports tab in the Warehouse section, and click on Import Inventory Config MDM.
When exporting CSV fields are in this way:
1
product-id
Unique identifier for each product.
2
internal-name
Internal reference name for the product.
3
product-id-value
Specific value assigned to the product ID for mapping or identification.
4
facility-id
Unique identifier for the facility (e.g., warehouse or store) where the product is managed.
5
external-id
Identifier for the product used in external systems or integrations.
6
ATP
Available to Promise - quantity of product available to fulfill orders.
7
minimum-stock
The minimum required stock level to prevent stockouts.
8
inv-group-member
Specifies the inventory group or category the product belongs to.
Import/Export Inbound Shipment
Inbound shipments are used to receive inventory at a facility or warehouse. Majorly inbound shipments are created in the ERP and synced to HotWax Commerce via API, they can also be manually imported using MDM. To import a Shipment CSV file, go to the EXIM page, navigate to the Imports tab in the Warehouse section, and click on Shipment.
In situations where retailers want to verify or edit their upcoming shipments, they can do so by exporting the Shipment CSV from the Warehouse section under the Exports tab. When importing shipment some fields need to be filled mandatorily, while others can be filled for further references. Here is the list of mandatory fields:
1
shipment-id
Unique identifier for the shipment.
2
external-shipment-id
External identifier for the shipment, often used in third-party systems.
3
shipment-type
Type of shipment (e.g., inbound, outbound, transfer).
4
shipment-status
Current status of the shipment (e.g., pending, in-transit, delivered).
5
origin-facility-id
ID of the facility from which the shipment is originating.
6
destination-facility-id
ID of the facility where the shipment is being delivered.
7
product-id
Unique identifier for the product being shipped.
8
id-type
Type of ID used for identifying the product (e.g., SKU, barcode).
9
product-sku
SKU (Stock Keeping Unit) for the product being shipped.
10
quantity
Quantity of the product being shipped.
11
serial-number
Serial number of the product being shipped, if applicable.
12
order-id
Unique identifier for the order related to the shipment.
13
tracking-number
Unique tracking number assigned to the shipment for tracking its status.
Import Safety Stock
Retailers can manually apply safety stock at products per location by importing a CSV. To import a Safety Stock CSV file, go to the EXIM page, navigate to the Imports tab in the Warehouse section, and click on Safety Stock MDM.
When importing safety stock some fields need to be filled mandatorily, while others can be filled for further references. Here is the list of mandatory fields:
1
facility-id
Unique identifier for the facility within the system.
2
facility-external-id
External identifier used to represent the facility in external systems.
3
product-id
Unique identifier for the product in the system.
4
product-sku
Stock Keeping Unit (SKU) of the product for tracking and inventory management.
5
facility-safety-stock
Quantity of safety stock reserved for walk-in customers at the facility.
Import/Export Purchase Order
While most Purchase Orders are created in ERP and synced with OMS through automated jobs, in some cases, when a retailer intends to upload or download a PO manually, they can do this using EXIM. To import a Purchase Order CSV file, go to the EXIM page, navigate to the Imports tab in the Procurement section, and click on Purchase Order MDM.
Similarly, users can export the CSV of Purchase Order in the Procurement section under the Exports tab.
When importing Purchase Order some fields need to be mandatorily filled, while others can be filled for further references. Here is the list of mandatory fields:
1
external-id
A unique identifier for the record in an external system or database.
2
product-store-id
The unique identifier for the product store where the item is located.
3
facility-id
The identifier for the facility handling the product.
4
external-facility-id
The unique external identifier for the facility in another system.
5
product-SKU
The unique Stock Keeping Unit (SKU) identifier for the product.
6
quantity
The available quantity of the product in stock or expected.
7
atp
The quantity of the product that can be promised for delivery.
8
arrival-date
The expected date when the product will arrive at the facility or store.
Import/Export Purchase Order ATP
PO ATP (Purchase Order Available to Promise) refers to the pre-sellable inventory from a purchase order promised for delivery by a vendor and available for pre-orders.
Retailers may need to update PO ATP when they want to adjust the pre-sellable inventory on a purchase order after it's already been uploaded and do not want to make their entire upcoming inventory available for pre-orders on eCommerce. To import a PO ATP CSV, go to the EXIM page > Imports tab > Procurement section > PO ATP. Allowing retailers to adjust promised inventory as needed.
Similarly, users can export the CSV of PO ATP from the EXIM page in the Procurement section under the Exports tab. When importing PO ATP, some fields need to be filled mandatorily, while others can be filled for further reference. Here is the list of mandatory fields:
1
po-id
The unique identifier for the Purchase Order (PO) within the system.
2
po-external-id
The unique identifier for the Purchase Order in an external system.
3
po-item-seq-id
The sequence identifier for items within the Purchase Order.
4
product-id
The unique identifier for the product in the system.
5
product-sku
The Stock Keeping Unit (SKU) represents the product.
6
ATP
Available-to-Promise quantity for the product based on current inventory data.
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