Scheduling Flows

Congratulations! If you are reading this article, you're almost ready to go-live with a few flows or the entire Integration App. Let's now spend some time to ensure that you've correctly set up schedules for your flows to run.

1. This article is generic across all Celigo Integration App however, here are a few flows that may be relevant to the Integration App you are working on. Please contact Celigo support for any questions you may have.
2. Celigo does not recommend that you run flows at higher frequencies than you need. It will place a considerable load on your Integration App. While there are multiple ways to get around that, NetSuite's new API governance may not respond well.
3. Marketplaces: Amazon, eBay, Walmart
4. Webstores: Shopify, Magento 2, BigCommerce, Salesforce, Commerce Cloud

How to set the schedule:

1. Click on the calendar icon against the flow.
2. Pick the schedule as per your needs. Presets can be used for the average user however, for more specific scheduling, cron expressions can also be set.

Orders

eCommerce Application Order to NetSuite Order Add

• The recommended approach is to run this flow every 15-60 minutes.

eCommerce Application Customer to NetSuite Customer Add/Update

• The recommended approach is to run this flow every 15-60 minutes.
  • Note: Celigo Integration App for marketplaces import the customer information to NetSuite each time the Order Import flow runs.

NetSuite Order to eCommerce Application Order Add

• The recommended approach is to run this flow every 15-60 minutes.

Fulfillment

NetSuite Fulfillment to eCommerce Application Fulfillment/Shipment Add

• Celigo recommends a tailored approach to the activity of your fulfillment team. If they mark orders as shipped throughout the business day, schedule this flow to run every hour. If they wait for the end of the day to mass update the item fulfillments as 'shipped', run this twice a day.
• Marketplaces: The recommended approach is to run this flow every two hours or at lower frequencies.

 Billing

NetSuite Order to NetSuite Cash Sale/Invoice Add

• Webstores
  • If the payment has already been captured at the time of placing the order, run this twice a day. However, if the payment is to be captured after fulfillment, run this in frequencies of 1-4 hours, depending on your business needs.

• Marketplaces
  • Since the actual payments are managed by the eCommerce Application, run this flow once or twice a day.

 NetSuite Billing to eCommerce Application Billing/Invoice Add

• You will be using this flow if you capture the payment against the order after fulfillment has occurred. Have this run in 1-4 hour frequencies.
  • Note: Certain use cases may necessitate the flow to run every 15-30 minutes.
• Please consider the frequencies of your refunds/cancellations before you schedule this. Refunds cannot occur unless an invoice/billing record is created in the eCommerce Application.

Inventory

Before reviewing the suggested frequencies, please consider:

1. How frequently do you go low quantity/out of stock e.g. twice a day ranging through once a month.
2. How frequently do you add items and corresponding quantities in NetSuite.

NetSuite Inventory to eCommerce Application Add/Update

• Ensure that the 'Always sync Inventory levels for entire catalog' field is unchecked.
• This flow runs on a delta functionality which would allow it to run more frequently if you have a lower number of products (less than 1000) and have higher stock levels.
• In cases where there is a higher number of products and order volumes (leading to more items having updated quantities) run this flow every 1-4 hours.

Product

• Adjust the schedule for this flow based on the frequency of the catalog updates that you make.
  • For example, if you make changes against the title or description of a product once a day, you should run it 2-4 times a day as long as your catalog is under 1000 items. Similarly, if your catalog contains 20,000+ items, run it less frequently.

• Webstores
  • Price list changes are considered part of the product flow.

• Marketplaces
  • Product data is less likely to change multiple times a day or week, however, pricing updates can be more frequent, schedule them to your best judgment based on the data above. Once a day would suffice for a product, whereas 2-4 times a day would work well for the price updates.

 Related links:

1. Concurrency/Multiple Integration App
2. Setting notifications
3. Sharing/User Management