HotWax Accelerator is an open-source enhancement built on Apache OFBiz by HotWax Systems. It modernises the standard OFBiz experience by replacing the legacy user interface with a clean, intuitive, and responsive design, while adding powerful capabilities through integrations such as Apache Solr for fast search and faceted navigation, and Apache NiFi for seamless data flows and real-time synchronisation.
This guide walks through the complete Sales Return workflow in HotWax Accelerator — from initiating a return request and validating the original order to receiving returned items and generating put-away instructions — demonstrating how the platform handles returns with speed, accuracy, and minimal disruption to operations.
To learn how the order fulfillment cycle flows in HotWax Accelerator, click here.
Sales returns are a normal and expected part of retail operations, whether due to customer preference, product defects, sizing issues, or buyer's remorse. HotWax Accelerator provides a structured, efficient process for managing returns, ensuring quick credit issuance, accurate inventory restocking, and minimal disruption to operations.
The platform supports configurable return policies (e.g., time windows, restocking fees, or condition requirements), automates validation against the original order, tracks return reasons for analytics, and generates necessary documentation such as return invoices and put-away slips.
This streamlined workflow helps maintain customer satisfaction, provides valuable insights into product performance, and keeps inventory records precise.
Let’s walk through creating and processing a sales return in HotWax Accelerator.
Step 1: Initiate a Sales Return
From any screen, click + Create in the top-right corner. In the dropdown menu, under the Order Management section, select Sales Return.
Step 2: Validate the Original Order
The Sales Return creation screen opens (shown below). Enter the original Order Number in the search field and click Validate Order.
This step confirms the order exists and is eligible for return based on your configured policies (e.g., time since purchase, order status, or item conditions). Validation rules are fully customisable to match your business requirements.
Step 3: Select Return Type
Once validated, the return details screen appears. Choose the appropriate Return Type from the dropdown list.
Step 4: Specify Return Reason
Select the Return Reason from the dropdown list. This helps with analytics and quality tracking.
Step 5: Adjust Charges and Create Return
If applicable, account for any return shipping or handling charges in the S&H (Shipping & Handling) section (highlighted below).
Check the boxes next to the items being returned, then click Create Return to register the return request.
Step 6: Review and Accept the Return
The full Sales Return screen loads (shown below). Review all details for accuracy. If everything is correct, click Accept to authorise the return and proceed.
Step 7: Receive the Returned Items
On the Sales Return screen, click Receive Return to move to the receiving step.
Step 8: Record Receipt
Check the boxes next to the returned items and click Receive to confirm physical receipt into the warehouse. Inventory is updated accordingly.
Step 9: Assign Put-Away Task
Select a warehouse worker from the dropdown list to handle restocking (put-away), then click Submit. This assigns the task and generates a put-away slip for efficient inventory reinstatement.
Additional documentation, such as the customer return invoice and put-away slip, can be downloaded via the respective PDF icons on the Sales Return screen.
(Customer Return Invoice PDF)
(Put Away Slip PDF)
HotWax Accelerator streamlines the entire Sales Return workflow on Apache OFBiz, turning a traditionally complex and manual process into a fast, intuitive experience for fulfillment, customer service, and warehouse teams.
From order validation and reason tracking to receiving returned items and generating put-away instructions, the platform ensures quick credit processing, accurate inventory updates, and minimal operational disruption. Built-in features like configurable rules, tooltips, and real-time synchronization help teams handle high-volume returns with speed, accuracy, and full visibility.
The result is a modern, responsive interface that reduces processing time, minimizes errors, and delivers real-time visibility into returns and inventory. Whether handling simple sales orders, customer returns, exchanges, or complex B2B cases, HotWax Accelerator provides a structured and customer-friendly returns process.
This guide serves as a practical reference to help your teams maximize the Accelerator and achieve operational excellence in sales returns management.
To Learn more about HotWax Accelerator, click here.
Every business is different — and so is every solution we build. If you're wondering what this could look like for you specifically, let's find out together. Get your custom solution →