Get started with KiotViet on HexaSync

This guide helps you connect KiotViet to HexaSync by creating a KiotViet Connector App and authorizing access to your KiotViet store. After the connection is made, HexaSync gets product data and inventory for each branch, and receives changes from KiotViet (in Vietnamese) through webhooks in real time. This is the preparation step for integrating KiotViet with other systems through HexaSync.

Before you start

• A Beehexa account to sign in to HexaSync Automation Engine. If you do not have one yet, sign up on the same page.
• A KiotViet account with Admin permission to access the Kết nối API (API connection) feature.
• The KiotViet store name (Retailer), the Client ID and the Mã bảo mật (Security code) to use when you connect. Part 1 explains how to get them.

Note: Only a KiotViet account with Admin permission can access Kết nối API.

Part 1: Get the connection details from KiotViet

Step 1: Find your KiotViet store name

• The store name (Retailer) is the part before .kiotviet.vn in the store address. For example, if the store address is acmestore.kiotviet.vn, the store name is acmestore.

Step 2: Open the API connection feature

1. Sign in to KiotViet with an account that has Admin permission.
2. Open Thiết lập (Settings).
3. In the Cửa hàng (Store) group, select Kết nối API.
4. Select Chỉnh sửa (Edit).

Step 3: Verify your KiotViet account

1. Enter the verification code that KiotViet sends by Zalo or SMS to the store owner’s phone number.
2. Select Tiếp tục (Continue).

Step 4: Generate the security code

In the Điều khoản sử dụng (Terms of use) section of KiotViet, do the following:

1. Enter a Tên kết nối (Connection name), for example HexaSync.
2. Keep the status Đang hoạt động (Active).
3. Select Tạo mã (Generate code) to generate the security code.
4. Copy the Client ID and the Mã bảo mật, then store them in a safe place.
5. Select Lưu (Save) to finish.

Note:

• You do not need to turn on the option Cho phép truy xuất thông tin khách hàng, hoá đơn, đặt hàng (Allow access to customer, invoice and order information). The KiotViet Connector in this guide only uses product and inventory data.
• The security code works like a password, so do not share it with anyone. If you select Tạo mã again, the old code stops working and you need to update the connection details on HexaSync as described in Part 4.

Part 2: Connect KiotViet on HexaSync

Step 1: Sign in to HexaSync

• Go to HexaSync Automation Engine and sign in with your Beehexa account.

Step 2: Start the KiotViet connection

1. Open the KiotViet connection setup page on HexaSync.
2. Continue with the KiotViet Connector setup process shown on HexaSync.

Step 3: Enter the KiotViet connection details

1. Enter the details you prepared in Part 1:

2. Select Continue.

Note: You can paste the full store address into the Store Name (Retailer) field, for example https://acmestore.kiotviet.vn. HexaSync extracts the store name acmestore itself.

Step 4: Complete the KiotViet connection

1. When HexaSync has verified the details, the screen shows Connected — Your KiotViet Store Is Ready.
2. Select Continue to go to the next step.

HexaSync registers the webhooks it needs to receive product and inventory changes from KiotViet during the first data pull. You do not need to configure a Webhook URL on KiotViet yourself.

Step 5: Create the KiotViet Connector

1. Check that KiotViet shows the status Connected.
2. Select Create KiotViet Connector.

Note: If the store was connected before with the same details, HexaSync updates the existing connection instead of creating a new one.

Step 6: Name the KiotViet Connector

1. Check the Connector name and description that HexaSync suggests.
2. Edit them if needed so the connected store is easy to recognize.
3. Select Continue.
4. Keep the page open while HexaSync creates the Connector. This can take a few minutes. When it is done, HexaSync takes you to the Tasks page of the KiotViet Connector App you just created.

Part 3: Verify the connection

Open Connector Apps and select the KiotViet Connector App you just created. The Connector is created with three default tasks:

Real-time data updates

• Besides the scheduled data pulls, the KiotViet Connector uses webhooks to receive product and inventory changes from KiotViet in real time.
• When the webhooks are working, a change is sent to HexaSync as soon as KiotViet raises the matching event, without waiting for the next scheduled data pull.
• As a result, the data on HexaSync is updated sooner, which helps with inventory tracking and prepares for integration flows with other systems.

Note:

• If HexaSync shows Connected — Real-time Updates Are Not Ready, the connection still works but data is only updated on a schedule. Contact support@beehexa.com for help with turning on webhook updates.
• With the default configuration in this guide, the KiotViet Connector only reads data and does not change data in KiotViet automatically.

Part 4: Re-authorize the KiotViet connection on HexaSync

If you have already created a KiotViet Connector App and need to update the access or the credentials, start the re-authorization process from the existing Connector App.

Step 1: Open Settings in the KiotViet Connector App

• Open Connector Apps and select the KiotViet Connector App you want to re-authorize. Select Settings in the left menu.

Step 2: Select Re-authorize

1. In Settings, find the KiotViet connection details.
2. Select Re-authorize to start the re-authorization process.

Step 3: Re-authorize the connection

1. Follow the instructions on the HexaSync screen to finish re-authorizing the existing KiotViet connection.
2. If you need to update the credentials, enter the valid Client ID and security code of the KiotViet store.

Note: If the security code has been regenerated in KiotViet, the old code is no longer valid. Do not use the old code when you update the connection details.

Part 5: Common errors and how to fix them

Note:

• If the store was registered by another user but nobody manages the old connection anymore, contact support@beehexa.com for help with removing the connection before you try again. You do not need to change the Client ID or security code just because of this error.
• For other errors, contact support@beehexa.com and attach a screenshot of the error message (with sensitive information hidden).

Part 6: Frequently asked questions

After I connect KiotViet, which data does HexaSync get and how often is it updated?

The KiotViet Connector gets product data and inventory by branch. The Inventory Items task runs every 15 minutes, Stock: By Branch runs a full scan every 3 hours, and Webhooks Registered checks the webhooks every hour (see Part 3). When the webhooks are working, product and inventory changes are sent to HexaSync in real time, without waiting for the next scheduled data pull.

Do I need to configure a Webhook URL on KiotViet myself?

No. HexaSync registers the required webhooks itself during the first data pull. If the screen shows Connected — Real-time Updates Are Not Ready, the connection still works on a schedule. Contact support@beehexa.com for help with real-time updates.

After I create the KiotViet Connector, can I integrate KiotViet with Shopify right away?

The KiotViet Connector is the preparation step for integrating KiotViet with Shopify through HexaSync. To exchange data between the two systems, you also need to set up an integration flow that fits your business requirements. Creating the KiotViet Connector does not complete the whole integration automatically.

Does HexaSync write or change data on KiotViet?

No. With the default configuration, the KiotViet Connector only reads product and inventory data and does not change data in KiotViet automatically.