Get started with Pancake POS on HexaSync

This guide explains how to connect Pancake POS to HexaSync Automation Engine and create a Pancake POS Connector that pulls the inventory of each product variant in each warehouse on Pancake POS.

Pancake POS uses an API Key to connect to HexaSync. You do not need to sign in and authorize through a separate authorization window. Prepare the API Key before you start the setup on HexaSync. After you connect, you can also set up a webhook so that Pancake POS sends changes to HexaSync as soon as they happen. The webhook is optional.

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 Pancake POS account that is the shop owner or an administrator of the shop you want to connect, so that you can create an API Key.
• Know exactly which Pancake POS shop you want to connect.

Note: Each Connector setup covers one Pancake POS shop.

Part 1: Connect Pancake POS and create the Pancake POS Connector

Step 1: Create an API Key in Pancake POS

1. Go to Pancake POS, sign in and select the shop you want to connect.
2. Select the Cấu hình (Settings) icon in the left menu. In the Nâng cao (Advanced) group, select Tích hợp bên thứ 3 (Third-party integrations).
3. On the Webhook/API card, select Chi tiết (Details).
4. In the Webhook - API window, open the API Key tab and select Thêm mới (Add new).
5. Check that the Bật/Tắt (On/Off) switch of the new API Key is on. You can enter HexaSync in the Ghi chú (Note) field to make it easy to recognize.
6. Select the copy icon next to the API Key and save the value in a safe place to use when you connect on HexaSync.

Note: Create a separate API Key for HexaSync instead of sharing one with another system. Do not turn off, delete or publish the API Key that is used for the connection.

Step 2: Open the setup page on HexaSync

1. Go to HexaSync Automation Engine and sign in with your Beehexa account.
2. Open the Pancake POS Connector setup page.
3. On the Check connection details screen, check that the Pancake POS card has the status Not connected, then select Connect.

The process on HexaSync has three stages: Check connection details, Connect your systems and Create Pancake POS Connector.

Note: Keep the HexaSync tab open until you finish, because closing the tab can cancel the connection process.

Step 3: Enter the API Key and Shop ID (if needed)

1. On the Connect HexaSync to your Pancake POS shop screen, enter the details as shown in the table below:

2. Select Continue. HexaSync checks the API Key and, when the connection is successful, moves to the screen where you choose how data is updated.

How to get the Shop ID when you need to enter it: Open the shop in Pancake POS and look at the number right after /shop/ in the URL. For example, with the URL https://pos.pancake.vn/shop/408121324/overview, the Shop ID is 408121324.

Step 4: Choose how data is updated

On the Connected — Turn On Real-Time Updates? screen, check the connected shop. HexaSync tells you that the scheduled update runs every 15 minutes and gives you two options:

• Skip — scheduled sync is enough for now: does not set up a webhook and keeps syncing on the 15-minute schedule. Choose this option if you do not need immediate updates yet, or if the shop’s Webhook URL is already used by another system. Then go to Step 6.
• Set up real-time updates now: sets up a webhook so that changes are sent to HexaSync as soon as they happen. Continue with Step 5.

Step 5: Set up the webhook in Pancake POS (optional)

Do this step only if you selected Set up real-time updates now in Step 4.

1. On the Add The Webhook In Pancake POS screen in HexaSync, copy the Webhook URL and the value of the X-HexaSync-Webhook-Secret header with the matching copy buttons.
2. In Pancake POS, open Cấu hình > Nâng cao > Tích hợp bên thứ 3. On the Webhook/API card, select Chi tiết, then open the Webhook URL tab.
3. Turn on Gửi dữ liệu (Send data).
4. Paste the address you copied from HexaSync into the Webhook URL field.
5. For Đối tác (Partner), select Không có (None).
6. For Dữ liệu (Data), select all four types: Đơn hàng (Orders), Khách hàng (Customers), Tồn kho (Inventory) and Sản phẩm (Products).
7. If you want to receive an alert when Pancake POS fails to send a webhook, select Thêm email (Add email) under Email thông báo lỗi (Error notification email) and enter an email address. This is optional.
8. Under Request Headers, select Thêm mới and enter one row: Key is X-HexaSync-Webhook-Secret, and Value is the secret value you copied from HexaSync.
9. Select Lưu (Save) next to Request Headers to save the header.
10. Go back to the HexaSync tab and select I have added the webhook in Pancake POS — continue.

Note about saving the settings: The fields in the Webhook URL section of Pancake POS are saved automatically. Only Request Headers needs you to select Lưu.

Important note:

• Each Pancake POS shop has only one Webhook URL. Pasting the HexaSync Webhook URL replaces the URL that another system is using. Check with the person who manages your integrations before you change it.
• Treat the X-HexaSync-Webhook-Secret value like a password. HexaSync rejects a webhook if this header is not valid.

Step 6: Create the Pancake POS Connector

1. When HexaSync returns to the Set up Pancake POS Connector screen, check that the Pancake POS card has the status Connected and that the [Pancake POS] Shop Credential credential has been created.
2. Select Create Pancake POS Connector.

Step 7: Name the Connector

1. On the Enter Connector App Name screen, check the default Name, which has the form [Shop name] Pancake POS Connector. You can change it to a name that is easy to tell apart.
2. Check that the Description field is already filled in.
3. Select Continue and wait for HexaSync to create the Connector. This can take a few minutes.
4. When the Connector is created, HexaSync opens the Tasks page. The default task [Pancake POS] Inventory is ready for you to check the data.

Result: If the shop has matching data and records appear in Data, HexaSync has pulled inventory data from Pancake POS. You can open the Connector again in Connector Apps.

Part 2: Reconnect Pancake POS

You need to reconnect when the API Key is turned off or deleted, when HexaSync reports that the credential is no longer valid, or when you want to change the API Key.

Step 1: Open the Connector Settings

• Open Connector Apps and select the matching Pancake POS Connector. Select Settings in the left menu.

Step 2: Select Re-authorize

• In Integration Apps & Credentials, on the [Pancake POS] Shop Credential credential, select Re-authorize.

Step 3: Re-enter the API Key

1. The Connect HexaSync to your Pancake POS shop screen appears. If needed, create a new API Key by following Part 1, Step 1.
2. Paste a valid API Key. Enter the Shop ID only if the API Key can access several shops. See how to get the Shop ID in Part 1, Step 3.
3. Select Continue to reconnect.

Step 4: Update the webhook if you use one

If the shop uses a webhook:

1. Select Set up real-time updates now, then select Submit.
2. Copy the new value of X-HexaSync-Webhook-Secret on HexaSync.
3. In Pancake POS, open Cấu hình > Nâng cao > Tích hợp bên thứ 3 > Webhook/API > Chi tiết > Webhook URL.
4. Compare the Webhook URL with the address HexaSync shows. This URL stays the same when you reconnect.
5. Find the X-HexaSync-Webhook-Secret row in Request Headers, replace the Value with the new value, then select Lưu.
6. Go back to HexaSync and complete the reconnection screen.

Note: Reconnecting creates a new header value. If you do not update it, HexaSync may reject the webhooks that Pancake POS sends. If you do not use a webhook, select Skip — scheduled sync is enough for now to keep syncing on the schedule.

Part 3: Common errors and how to fix them

For other cases, send a screenshot of the error to support@beehexa.com. Do not send the API Key or the X-HexaSync-Webhook-Secret value.

Part 4: Frequently asked questions

Does HexaSync write or change data in Pancake POS?

No. The Pancake POS Connector only reads data. It does not write or change data in Pancake POS. Changes to the Webhook URL and Request Headers in Pancake POS are made by the user.

What data does HexaSync get from Pancake POS?

The Pancake POS Connector pulls inventory per variant in each warehouse, including sellable quantity, on-hand stock, total, incoming stock (purchase orders), pending stock and stock being returned, along with the product name, variant, SKU, barcode and retail price.

Does the API Key expire?

In the current connection process, a Pancake POS API Key has no preset expiry. You need to reconnect by following Part 2 when the key is turned off, deleted, or HexaSync reports that the credential is no longer valid.

Do I have to add the webhook?

No. If you skip the webhook, the Inventory task still pulls inventory data every 15 minutes. The webhook is an option that lets Pancake POS send changes to HexaSync as soon as they happen.

When do I need to enter the Shop ID?

Only when the API Key can access several shops. If the key can access only one shop, leave it empty. The Shop ID is the number after /shop/ in the Pancake POS URL, for example 408121324 in https://pos.pancake.vn/shop/408121324/overview.