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HexaSync FAQ – Product Sync

  1. How to synchronize by SKUs? Same product but in a POS and eCommerce system with different SKUs and different names? Synchronize according to any standard, because the two sides have nothing in common to synchronize.

    Normally, the SKUs will be used as the main key to map products between systems; in some cases, the Product Name is due to system conditions that do not allow it.
    For eCommerce POS, if I do not use SKUs, I will use product_code to map product IDs together.
    The solution is to “find the point of consistency and least change” as the main key for mapping.

  2. For new products that have not been uploaded to the website (for example, for a new collection), what if you want to upload them to Shopify?

    Must you upload it first on the POS software, then the system will create the product on Shopify and then update the image and content?
    Or will each party upload their own products and then create Product code -> sync products? If so, each time a new product is created, it must be synced once?

    → For new products, customers only need to create them on POS software → wait for sync to Shopify and done.

    → Currently, for products that already exist in Shopify before the deployment starts synchronizing, to avoid HexaSync syncing additional products (causing duplication), we need to add a product_code on Shopify for those products. Let HexaSync know that this product already exists at KiotViet and Shopify, and no more will be created.

    → After HexaSync completes synchronization for existing products, if the Customer wants to upload a new product, we will upload it on the POS software with all the information (including product code), then the new product’s code will automatically sync to Shopify.

  3. Regarding new products (not yet uploaded), Beehexa said that if created on the kiosk first (name, product code, price…), the product will have a product code and will generate it on Shopify. So then if the customer wants to edit information such as name, content (description), image, price… is that okay on Shopify, how to do it and will it have any effect on the POS software side?

    The answer is yes, on the condition that the Customer must help Beehexa determine which platform will be easy to use as Master Data. If you want to edit products on Shopify, you must choose Shopify as the master data (source data to manage), then the product information on the POS software will depend on Shopify. If you still let the POS software be the master data, you must adjust the product information on KiotViet to sync to Shopify to be standard. If adjusted on Shopify, it will cause a synchronization error or the system will overwrite information from the source system (POS software). So in short, you should not edit product information on Shopify, unless the Customer chooses to synchronize the product from Shopify to the POS software (so you can’t edit it on the POS software).

  4. If a new product is synced by product code, can the old product be synced by IMEI?

    Yes. Customers can provide a list of products that use IMEI for synchronization and HexaSync will ensure synchronization of those products as required and without affecting other products.

  5. Up to now, has HexaSync had any customers sync products in Parent – Child format?

    There are 2 types of products designed according to Parent – Child style as follows:

    Product & Variants: Products have many variations. Each variation is a child product. For example: Beehexa T-shirt has 2 variations: Size (X, L, M) & Color (Black, White), then “Beehexa T-shirt X – Black” will be a variant sub-product.
    Bundle Product: For example, the product “HP Desktop Computer” may have child products including: Case, Chip, Mainboard, CPU, RAM, Keyboard, and Mouse.
    With #1, HexaSync has done it for most current customers. For #2, there are 2 solutions:

    Bundle products will be configured manually once on the floor or website and will not affect the synchronization process.
    Bundle products will be automatically synchronized by HexaSync on the condition that the source system must have enough connection information between Parent – Child products, and the target system must have enough API to perform the product assignment process.

  6. Customers only have a few products on Shopify, while the POS software has a full range of products. If linked, will products from KiotViet be automatically pushed to Shopify?

    HexaSync automatically brings products to the target system to ensure consistency between the two systems and ensure Sales Orders are synchronized throughout.
    In case the Customer only wants to synchronize certain products for a specific purpose, we have 2 ways:
    1. Customers provide a list of products that need to be synchronized / (or) are not allowed to be synchronized. HexaSync will ensure only sp synchronization allows.
    2. Customer provides virtual warehouses that will contain products that are not allowed to sync. HexaSync will not sync products in that inventory.

  7. There will be product codes that sell for code 1 and will switch to code 2. Will the link take a long time?

    In terms of operations, reporting, and revenue forecasting (future decision support, cost & operations optimization), the concept that Guest mentioned is actually just one product but has many different variants (e.g., Model 2022, 2023, Manufacturer Honda, Suzuki…). Therefore, we have 2 ways to operate:

    Continue to maintain the current status: the product is sold out, then stop trading, create a new product and HexaSync will automatically sync the new product within a minimum time of 1 minute.
    Design the product according to the Product – Variants structure. Variants that are out of stock will no longer be sold (can be configured on the target system once). Continue creating a new Variant and HexaSync will automatically synchronize the new variant for at least 1 minute.
    Method 2 will be more optimal, because ERP and CRM software need real-time data to be able to calculate and produce reports, supporting the most accurate decision making, for example: product suggestions. Most consumed pharmaceutical products, suggesting customer trends, suggesting customer needs, suggesting trends of products. The following example will explain why this is so:

    If we design discrete products, Honda 2022, Honda 2023, Suzuki 2022, product trend reporting systems will only be able to distinguish the best-selling Honda 2023, but you will never know which car sells better between Honda and Suzuki.
    If we design a product with a Product – Variant structure, such as a Vehicle (Manufacturer: Honda, Suzuki. Model: 2022, 2023), the reporting systems will let us see separate reports for each variant like #1, and overall reports such as: Which Manufacturer is consumed the most, Which model is consumed the most. With all three reports above, business leaders will have a more general, more accurate picture and come up with better strategies for the next year.

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