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Transfer Orders

Transfer orders are instrumental in the internal movement of inventory within an omnichannel retail environment. They are used to transfer inventory from warehouses to stores or between stores. This process is typically initiated when stores require additional inventory to meet customer demands. Retail merchandisers strategically plan inventory transfers, sourcing them either from centralized warehouses or from stores with an excess of stock that isn't selling.
Transfer Orders originate within NetSuite, but there is a distinction in how they are fulfilled. When a Transfer Order is initiated from a warehouse, NetSuite's fulfillment solution is employed to fulfill the Transfer Order, ensuring the correct allocation of inventory.
This scenario emphasizes the synchronization of Transfer Orders from NetSuite to HotWax Commerce for efficient inventory receiving processes in physical stores. Once items are received, Item Receipt records are imported back into NetSuite to mark Transfer Orders as "Received."

Key Objectives

  • Automate the synchronization of Transfer Orders from NetSuite to HotWax Commerce.
  • Streamline the creation of Item Receipt records within HotWax Commerce when store associates receive inventory.
  • Automate the update of Transfer Order statuses from "Pending Receipt" to "Received" in NetSuite after item receipt.


Generate Transfer Orders in NetSuite

Transfer Orders are initiated within the NetSuite ERP system, facilitating the internal transfer of inventory from warehouses to stores or between stores.
Transfer Order Sync from NetSuite to HotWax Commerce

Export Transfer Orders from NetSuite

  1. 1.
    A Map Reduce Script script runs a specific Saved Search to identify Transfer Orders in "Pending" status within NetSuite. It compiles the relevant data into a CSV file, which is then securely placed in an SFTP location. The script runs periodically, typically every 15 minutes, to ensure it fetches only the latest and pending Transfer Orders from NetSuite, optimizing efficiency.
Generate Fulfilled Transfer Order file:

Import Transfer Orders into HotWax Commerce

  1. 2.
    A scheduled job within HotWax Commerce Integration Platform monitors the SFTP location, regularly checking for new Transfer Order CSV files. Upon identifying a new Transfer Order CSV file, the job generates two additional CSV files: one for inventory variance and the other for pending receipt transfer orders.
  2. 3.
    A scheduled job within HotWax Commerce OMS reads the inventory variance CSV file and reduces inventory for transferred products from the origin facility.
  3. 4.
    Another scheduled job within HotWax Commerce OMS is employed that reads the pending receipt transfer orders CSV file and creates inbound shipments in the OMS at the destination facility.
SFTP Locations
NetSuite pending receipt Transfer Order file:
Pre-processed Transfer Order file:
Derived Origin Facility Inv Deduction:
Jobs in HotWax Commerce
Import Pending Receipt Transfer Orders from SFTP:
Import fulfilled Transfer Orders from NetSuite
Import Inventory Deduction from Origin Facility from SFTP:
Add job name here

Here's how transfer order fields are mapped in NetSuite and HotWax Commerce

Fields in NetSuite
Fields in HotWax Commerce
Order #
Shipment Attribute
Transfer Order Internal ID
External ID
Ordered Quantity
Destination Location
Tracking #
Tracking ID
Transfer Order Fields in NetSuite
Transfer Order Fields in HotWax Commerce
Transfer Order Fields Mapping in NetSuite
Inbound Shipment Fields Mapping in HotWax Commerce "Inventory Receiving App"

Here's how transfer order fields are mapped in NetSuite and HotWax Commerce that remain hidden in the user interface but are included in the transfer order CSV file

Fields in NetSuite
Fields in HotWax Commerce
Line ID
Shipment Item External ID
From Location
Shipment Destination Facility ID

Receiving Inventory in the Store

Store associates use the HotWax Commerce Receiving App to receive transferred inventory. The user-friendly interface of this app ensures a smooth and efficient receiving process, even for users with minimal training.
Item Receipts Sync from HotWax Commerce to NetSuite

Export Item Receipts from HotWax Commerce

  1. 1.
    Item Receipt records are created within HotWax Commerce when Transfer Orders are received. These records are essential for updating inventory numbers and ensuring that the available stock is accurately represented. To maintain a comprehensive record, a designated job within HotWax Commerce Integration Platform exports the Item Receipts created within the system. Each Item Receipt is mapped to the corresponding Transfer Order, ensuring efficient reconciliation and further processing. To facilitate the subsequent processing of this data, the JSON file is securely placed in an SFTP location, making it accessible for NetSuite.
SFTP Locations
Received Transfer Orders CSV
SFTP Locations
Received Transfer Orders NetSuite JSON:

Import Item Receipts into NetSuite

  1. 2.
    In NetSuite, a scheduled SuiteScript reads this JSON file containing Item Receipt data from the SFTP location. It iterates through each record, seamlessly creates new Item Receipt records, and updates inventory numbers within NetSuite. The script uses the versatile N/record module to ensure a smooth transition.

Automated Transfer Order Status Update

The synchronization process extends to the automated status update of the associated Transfer Orders. Upon successful creation of Item Receipt records, the status of the Transfer Orders in NetSuite is automatically changed from "Pending" to "Received."
Import received Transfer Order file:
The HC_SC_ImportTransferOrderReceipts SuiteScript also generates a CSV file highlighting erroneous records found during processing and uploads the file to the SFTP server. Simultaneously, an email alert is automatically triggered to designated personnel, helping them quickly pinpoint the source of the issue and accelerating troubleshooting.
Transfer Order Receipts Sample Feed.txt