To access the logs for import and export jobs, navigate to the MDM (Master Data Management) > EXIM (Export-Import) page from the Hamburger menu. Here, under the Shopify section, various MDM pages display the processes between Shopify and HotWax Commerce. These pages include:

• Shopify GraphQL job: Records all GraphQL files uploaded from Hotwax Commerce to Shopify for API calls like adding pre-order catalogs or tags.

• Shopify Order MDM: Contains files generated from Shopify for importing orders into Hotwax Commerce.

• Shopify Order Return: Covers all created order returns.

• Shopify Product MDM: Includes all product import files generated from Shopify.

• Shopify Inventory Sync MDM: Lists files for inventory changes from Hotwax Commerce to Shopify.

• Shopify Cancel Order Import MDM: Displays details of all canceled orders from Shopify to Hotwax Commerce.

• Shopify Fulfilled Item MDM: Provides information on all fulfilled items feeds generated from Hotwax Commerce to mark items as fulfilled in Shopify.

Importing Data in OMS

1. Open a relevant import topic from the category based on your requirements. For instance, Procurement > Purchase Order.

2. Download the provided sample CSV template.

Steps:

1. Enable Postfix Service:

• Postfix is a Sendmail-compatible mail transport agent that ensures secure, fast, and easy email configuration.

• The technical team can enable the Postfix service on your server and provide you with instance-specific Postfix details.

2. Configure Postfix Relay Host:

Add or edit a configuration

If you're creating a new Import configuration to import data from an SFTP location

1. Click the Add button

2. Enter configuration details

If you're editing an existing import or export configuration

• Use the search bar to find the configuration by name or ID.

• Click the Edit icon at the end of the search result.

View a configuration

You may need to view a data manager configuration to either manually import data or to audit data that has been imported either by another user or scheduled SFTP file import job.

1. Click the open link icon beside the service name on the Data Manager Configuration search page.

• This opens the for the selected service.

1. Once a file is done processing, its status will change to Finished.

   If processing finished with error records, download the error records for review. These are usually in JSON or CSV format, with error reasons attached to each record.

2. Click the Log button to view detailed logs related to the service.

3. Use the log to identify any specific failure or irregularity.

To import data into HotWax Commerce, a scheduled job retrieves the data from an SFTP location and places it under a specific configuration. Issues can occur if there is an incorrect "Configuration ID" in the job or if the "SFTP location" is missing in the configuration. These issues can prevent the job from picking up the file and importing it into the system.

Scenario 1: Incorrect Configuration ID in the Job

In HotWax Commerce, each scheduled job is associated with a specific "Configuration ID" that determines the job's settings and execution parameters. If the Configuration ID is incorrect, the job will fail to execute properly, preventing data from being imported into the system. This issue often arises during initial setup or when configurations are manually updated.

You can refer to our troubleshooting guide to resolve job configuration errors.

Scenario 2: Missing SFTP Location in the Configuration

HotWax Commerce relies on data being retrieved from specified "SFTP locations". Each job must have a correctly configured "SFTP path" where it can find the files to import. If the "SFTP location" is missing or incorrectly configured, the job will not be able to locate the files, leading to import failures. This issue can occur due to changes in SFTP credentials, path updates, or errors during configuration.

Resolution

Finding the SFTP Credentials in OMS:

1. Log in to HotWax Commerce with your user credentials.

2. Navigate to the Settings section via the hamburger menu.

3. Click on the General page and navigate to the FTP Connection Settings section.

Finding SFTP Path for Data Import in HotWax:

1. Log in to HotWax Commerce with your user credentials.

2. Navigate to the Settings section via the hamburger menu.

3. Click on Data Manager Configurations to go to the Data Manager Configurations page.

Connecting to the SFTP Server:

Download and Install FileZilla:

1. Download and install FileZilla from the official website.

Accessing SFTP with FileZilla:

1. Open FileZilla.

2. Click on File in the top menu, then select Site Manager.

3. Click on New Site and enter a name for the connection.

Navigating Remote Site:

1. After connecting, you’ll see the Remote Site section in FileZilla.

2. Navigate through the directory to locate the path where your data needs to be transferred.

3. Verify if the files that need to be imported exist at that location. If not, verify the correct path from the remote site where the file exists.

Updating the SFTP Path in HotWax Commerce:

1. Navigate to the Data Manager Configuration page in HotWax Commerce.

2. Search for the job, then click on the pencil icon to update the configuration.

3. Paste the correct import path and click Update to save the configuration.

By following these steps, you can diagnose and resolve issues related to incorrect Configuration IDs and missing SFTP locations in HotWax Commerce, ensuring successful data imports.

Data manager logs help verify the status of imported data, ensuring the accuracy and completeness of data imported into the OMS.

Logs are located below the import function on all Data Manager detail pages.

In the result section, you will see the following columns

Scenario 1: Data Not Imported in OMS

You scheduled a job to import data into OMS, but the imported data is not loaded. This could be due to the job Process bulk imported files not being scheduled in the Job Manager application.

The Data Manager allows users audit data ingress and egress from the OMS while also being able to manually import and export data.

Getting to the Data Manager Configurations page:

1. Go to the Hamburger Menu

2. Select Settings

3. Click on Data Manager Configurations

Key features and functionalities include:

1. Manual Data Import and Export: Manually import or extract data as needed.

2. Multithreaded: Import large amounts of data at high speeds to keep the OMS in sync with external systems.

3. Error notifications: Automatically get notified when an error occurs during import.

4. Audit imported data: Audit imported files as they were provided, ensuring tracability.

MDM Under the Hood

Understanding the inner workings of the OMS MDM is essential to building scalable integrations, troubleshooting integrations, and amending corrupted data.

Configurations

A data manager configuration represents the import settings for a type of data. For example, importing sales orders from Shopify, fulfillment from a 3PL, or inventory from a POS are all separate configurations because they are all importing different types of data.

The primary function of a configuration is defined by the import and export services configured in it. Looking at the examples above, here is how that would work:

Looking at this example, you'll notice that the Shopify order import service name is very specific to Shopify but the other two are generic OMS functions. This is because Shopify is a native integration of the OMS and has dedicated import services that handle Shopify's JSON structure unmodified and perform data transformation before actual ingestion internally.

Most configurations you'll find in the OMS will be for generic import services, not specific to any named system. This indicates that any transformation needed to align the data format with what the OMS can consume is done in a middleware platform.

A benefit of generic imports is that they can be used by multiple systems. For example, resetting inventory in the morning. Many retailers will connect the OMS to their POS and WMS to pull inventory and technically both are importing the same kind of data into the OMS with the same intent.

To better accommodate this kind of setup, all we'll need to do is rename the POS inventory import from before:

Available Functions

The MDM becomes truly powerful once you understand that any service in the OMS can be turned into a data manager configuration.

Essentially, what happens when you assign an import service to an MDM, is that the OMS uses that service to loop through the file submitted to it row by row. When setting up an integration, enriching data in the OMS, or fixing corrupted data, this allows you to quickly turn any simple function into a bulk function with multithreading and transaction management.

To make the MDM more approachable for starters, we've identified the most commonly used configurations and organized them on the EXIM (Export Import) page. You can, however, see all configurations in the Data Manager Configurations page.

We aim to soon publish a more comprehensive list of available services in the MDM.

Execution

The MDM is one unified import queue across all configurations. When a file is added to the MDM to be processed, the OMS looks at its execution mode to determine how to prioritize it. You have three options to choose from when setting up a configuration:

1. Queued: Queued configurations will respect the FIFO order of the entire MDM.

2. Sync: Files uploaded to a configuration set to execute in sync will be processed immediately by the OMS. Uploading large files to a configuration set to execute in-sync will almost certainly be fatal because it will demand that the OMS route all required resources to process the file immediately. As a general rule, just don't use this setting unless very specifically instructed.

3. Async: Similar to sync, these configurations will not follow the FIFO order that queued imports follow. Instead, an async import will process in the background when threads are available.

To understand how these work in practice lets look at an example.

Here are the three configurations we have setup for import

Most retailers reset the inventory in the OMS every morning for all products at every location. At this time, there may be some customers placing orders on Shopify but probably no fulfillment is happening.

Here is an example MDM state at this point:

All orders placed after the morning inventory file is submitted will not be processed in the OMS until the reset inventory file is finished processing. While this may seem problematic at first because orders are not being processed as they're being placed, the time of day when this operation happens is important to consider. Inventory update processing is happening somewhere between 12 a.m. - 4 a.m. during which no fulfillment operations are running; therefore, orders processing after the inventory file finishes does not actually hurt a retailer’s fulfillment SLA.

Queue poller

All file import tasks enter the MDM queue in a Pending status. As the poller works its way through the queue, it transitions the current active file to a Running status. The frequency that the poller checks for pending files can be configured using the Process Bulk Imported Files job in the job manager app. Every time the poller runs, it registers all Pending items in the queue and will continue to run until all the pending files at the time of polling are finished processing.

During this time, other scheduled occurrences of the queue poller job, Process Bulk Imported Files, may take place, but since there is already an instance of the file processor active, it will cancel itself. In the job manager app, this may look like an error that needs to be resolved but is normal behavior.

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:

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:

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:

Import Store Calendar Assoc

In HotWax Commerce, retailers can set the operating hours of a facility in two ways:

1. From the Operating Hours setting in the Settings page of the Facilities App.

2. 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:

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 based on the given delta and updates both (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:

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:

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:

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:

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:

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 :

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:

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:

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:

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:

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:

Import Product ERP Code

Instead of updating ERP codes individually through the ViewProduct page, retailers can upload a CSV file for multiple products at once.

To import a Product ERP Code CSV, go to the EXIM page under the Imports tab in the PIM section and click on Create and Update Product ERP Code.

When importing product ERP codes, certain fields must be filled in mandatorily. Below is the list of required fields:

Example: Create a Product ERP Code

Example: Update a Product ERP Code