This document explains how to handle orders from when they're first created on Shopify to updating their fulfillment status.

Customers have two options for placing orders:

1. Self-Service Order Placement: Customers can browse the Shopify storefront, select products, provide shipping and payment details, and complete the order independently. Upon successful payment, customers receive an order confirmation email with a unique order ID and delivery information.

2. Assisted Order Placement: Customers can call a Customer Service Representative (CSR) for assistance. The CSR collects product details, creates a customer profile, and can add additional information like delivery dates or packaging statuses directly from the Shopify admin panel. Payment can be processed within Shopify or marked as paid if already completed externally.

HotWax Commerce periodically checks for new orders on Shopify, ensuring that users have access to the most up-to-date order information.

Furthermore, you can utilize features such as scheduled jobs for importing new orders and updating order statuses. The Job Manager app allows users to set up automated tasks, such as importing new orders at specified intervals and updating order statuses based on predefined parameters. This ensures that orders are processed promptly and accurately.

Step-by-Step Usage Instructions:

1. Setting Up Scheduled Job for Importing Orders:

   • Log in to your HotWax Commerce user account and navigate to the Job Manager app.

   • Select the Orders option from the menu, Navigate to the Import Orders job to create a new scheduled job for importing orders.

   • Configure the job settings, including the frequency of import (e.g., daily, hourly) and any specific parameters required for the import process.

   • Save the job settings to activate the scheduled import of orders from Shopify to HotWax Commerce.

2. Automatically Approving Orders:

   • Set up a scheduled job named Approved Orders within the Job Manager app.

   • Configure the job to check the approval status of Shopify orders based on parameters defined by Shopify Merchants.

   • Save the job settings to enable automatic approval of orders in HotWax Commerce.

3. Updating Orders:

   • Create a scheduled job for updating orders within the Job Manager app.

   • Configure the job settings to run at specified intervals to ensure that order information remains current.

   • Save the job settings to activate automatic updates for orders in HotWax Commerce.

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Within the HotWax Commerce platform, the Order Brokering feature plays a crucial role in optimizing the fulfillment facility for orders. By automatically analyzing order priorities and determining the most suitable fulfillment location based on factors like proximity and inventory availability, this feature significantly enhances workflow efficiency and order management capabilities.

Step-by-Step Usage Instructions:

• Log in to your HotWax Commerce launchpad.

• Navigate to the Apps section and locate the Job Manager app.

• Within the Job Manager app, locate and click on the Brokering option from the menu.

• Click on the tab labeled Create New Brokering Tab to access the brokering options for new orders.

• A new window will open displaying details of the Order Brokering process, including runtime and scheduling options.

• Review the order details, including SLA (service level agreement), and fulfillment criteria.

• Once we have reviewed the details, click on the save changes button to initiate the brokering process for the approved orders, the scheduled job will run, use the run now feature if you want to run the brokering engine only once.

By following these steps, users can effectively utilize the Order Brokering feature within the HotWax Commerce interface, optimizing order fulfillment processes and enhancing workflow efficiency.

Upon receiving order details from the HotWax Commerce, the designated fulfillment center facility is promptly notified, initiating the next phase of the order fulfillment process. Store associates efficiently receive the order instructions in the fulfillment app, ensuring seamless communication and coordination, where the regular orders will move to the fulfillment app and customers who have opted for the BOPIS will move to the BOPIS app.

Subsequently, the ordered items meticulously go for Pick, Pack and Shipping.

Pick

Navigate to the Open Orders page to view all pending orders sent to this facility for fulfillment. You'll find the total number of queued orders prominently displayed at the top of the page, giving you an immediate overview of the workload.

Orders are listed in a First In, First Out sequence, but you can apply service level agreement based on shipping methods to prioritize fulfillment. To generate a picklist, simply click on the Print Picksheet function.

If you need to assign a new picker to the orders, Navigate to the user management app and create a new user and there we can find an option of show as a picker and can add the user as the picker.

To reprint the picklist, go to the "In Progress" tab and click on the Print Picklist button located at the bottom right corner of the page. If you need to change the assigned picker, you can do so on the same page by selecting the "Edit Picker" button next to the "Print Picklist" button.

Store managers have the additional option to generate a QR code by clicking on the GENERATE QR CODE button located in the bottom-left corner. Pickers can scan this QR code with their mobile devices to access their picklist directly. Pickers can pick the orders assigned to them in the picking app.

Pack

This happens in the in-progress tab, once orders are picked and ready to pack, store associates can select boxes in which the order items will be packed and generate the packing slip and shipping label.

Steps to pack the order items in the shipping boxes:

1. Navigate to the specific order details within the In Progress tab of the Fulfillment App.

2. Within the order details section, locate and click on the Add Boxes option.

3. Add the required number of boxes corresponding to the order items, ensuring adequate packaging space without excess boxes. Store associates can choose to pack multiple order items into one box, reducing shipping costs and environmental impact.

4. Upon adding boxes, store associates can further specify box types for individual order items. Click on the select box option against the order item and navigate through the dropdown menu to select the appropriate option corresponding to each item's size and packaging requirements.

5. After appropriately packing all items and selecting box types click Pack to update the shipping carrier for shipping label generation with the least shipping charges for the selected boxes.

Ship

When the order is ready to ship, the packed orders are transferred to the shipping area where carrier partners can pick the orders for delivery.

Steps to Ship Orders:

1. Go to the Completed tab, you can see all the orders on a FIFO basis.

2. Click Ship Orders function at the top to mark the orders as shipped in bulk. If Ship Packed Orders is enabled, all packed orders will be shipped. Enable the isTrackingRequired setting on shipping methods that should not be automatically be shipped unless they have tracking codes.

In the event that the packing slip or shipping label is damaged after packing an order, it can be regenerated from the completed tab.

When orders are packed and shipped in HotWax Commerce, the fulfillment status is promptly updated. This real-time synchronization ensures that Shopify receives accurate updates on order statuses, automatically marking them as Fulfilled. This feature is vital for maintaining transparency and providing customers with real-time visibility into their order status. It also streamlines workflow efficiency by automating the fulfillment process and reducing manual tasks.

Step-by-Step Usage Instructions:

Accessing the Job Manager App:

1. Log in to your HotWax Commerce admin dashboard.

2. Navigate to the Apps section and select Job Manager.

Navigating to the Orders Section:

1. Once in the Job Manager app, locate the menu and click on Orders.

Scheduling the Completed Job:

1. In the Orders section, you'll find a list of orders awaiting fulfillment.

2. Select the orders that have been successfully packed and shipped.

3. Look for the option to schedule a job, typically labeled Scheduled Jobs or similar.

Selecting the Completed Job:

1. Within the scheduled jobs options, locate and select the Completed job.

2. This action triggers the fulfillment status update for the selected orders.

Confirming the Action:

1. Double-check the selected orders to ensure accuracy.

2. Confirm the scheduling of the Completed job.

Reviewing the Fulfillment Status Update:

1. After scheduling the job, verify that the fulfillment status has been updated successfully.

2. Check for any tracking information associated with the order, if available.

Verification in Shopify:

1. Log in to your Shopify admin dashboard.

2. Navigate to the orders section or dashboard where order statuses are displayed.

Observing the Order Status Update:

1. In Shopify, locate the recently fulfilled orders.

2. Confirm that the order status has been automatically updated to Fulfilled.