Maintaining accurate batch/lot numbers is crucial for inventory management across many industries. With Assisted import, it's easy to add and update your batches.

Notes about importing:

Updates can only be done on items that already exist (unknown SKUs are skipped, and if no match is found, the import will encounter an error).
One location per import.

Step-by-step guide

1. Open Assisted import

Navigate to Settings and find Data import from the left-side menu (under Import and more).

2. Upload your spreadsheet

Choose Batch / lot numbers.
Drag-and-drop the spreadsheet into the box or click Upload file.

Note: If the uploaded spreadsheet contains multiple sheets, only the first one will be included.

3. Column mapping

Each column in your file will be evaluated, and the AI will suggest mapping based on column names and data patterns.
1. Each field mapped by the AI will also be tagged with a qualifier (High, Medium, Low) indicating the AI's confidence in its accuracy.
Examine the mapping to verify that everything is correct. If fields are missing, drag-and-drop them from the unmapped column.
Note: Required fields must be mapped before import can proceed.
Once ready, click Proceed at the bottom of the screen.

4. Locations

Every location name in the file is listed with how many rows use it. Names that match a Katana location are marked Matched. For a name Katana doesn't know, or for rows with no location, pick a location from the dropdown or choose No location — skip these rows. A single row's location can also be changed in that row's Location cell further down.

5. Batch stock options

Items without batch tracking. If some items in the file don't track batches yet, their rows are skipped, and Katana offers to turn on batch tracking. This changes those items in Katana straight away, then checks the file again. Items that track serial numbers and kits can't be switched here.

6. Data validation

This step validates each row in the file, ensuring it meets Katana’s rules (required fields, data types, value constraints, and uniqueness).
Rows are grouped into tables:
1. CREATE: new batches.
2. UPDATE: existing batches whose dates, barcode or stock change. Changes show as old → new, and quantities also show the difference, for example 30 → 35 (+5).
3. NO CHANGES: Already up to date — nothing to import.
4. SKIPPED: rows that won't be imported, grouped by reason.
5. Invalid rows: format problems such as a blank batch number. Cells can be fixed by double-clicking, or listed with Download Report.

Note: Assisted import matches each row to existing records and shows Create / Update / No changes / Flagged before commit.

If fields are updated, they will be highlighted so you know which fields are being updated before completing the import.

7. Import

Click on the Import button
The data is added to Katana.
1. Processing happens in the background and completes quickly, even for larger files.

How stock works

The quantity is a target

Stock quantity is how much the batch should hold at that location after the import, not an amount to add. If batch L-100 holds 60 and the file says 55, the import removes 5. If the file says 70, it puts 10 in. Importing the same file twice changes nothing the second time.

Blank: the batch's stock is left as it is.
0: the batch is emptied.
A negative number is ignored, and the rest of the row imports.

Unbatched stock

Stock an item holds outside any batch is its unbatched stock. This is typically all of an item's stock when batch tracking is first turned on. A row can set it directly: write Unbatched in the batch number column, with the quantity the unbatched stock should be. Dates and barcodes on such a row are ignored.

Questions

Question 1: Stock taken out of batches

Asked when the file states a quantity for an existing batch. It decides where stock goes when a batch's quantity is lowered.

Move it back to unbatched stock: the item's total stock stays the same.
Remove it from stock: the item's total stock goes down.

Question 2: Where the batches' stock comes from

Asked when the file states any quantity. It decides where the stock comes from when batches gain stock.

Move unbatched stock into the batches, and add the rest as new stock: only the stock the item doesn't hold today is added.
Move unbatched stock into the batches, and skip items that need more: an item's rows at a location where it would gain stock it doesn't hold are left out of the import. The rest of the file still imports.
Add it all as new stock, and leave unbatched stock as it is: each batch's stock is added on top of what the item holds, so its total goes up by all of it.

Moving stock between batches

To move stock from one batch to another without changing the item's total: lower one batch, raise the other by the same amount, and choose Move it back to unbatched stock and Move unbatched stock into the batches, and add the rest as new stock. For example, L-100 from 60 to 55 and L-101 from 30 to 35.

Where to see the changes

The import records its stock changes as stock adjustments (Stock screen > Stock adjustments tab), dated at the time of the import, with these reasons:

Batch stock from data import: stock put into a batch the import created.
Batch stock from data import (unbatched conversion): unbatched stock moved into batches, or back out of them.
Batch stock from data import (quantity update): an existing batch set to the file's quantity.

Cost

A stated cost prices all the stock the batch gains at that location, including stock moved in from unbatched.
Katana keeps cost per item and location, not per batch, and recalculates the average cost (as in the template article, which links to the moving average cost article).
Without a cost, Katana values the stock as it does for any stock adjustment without one.

Limitations

Limitation	Details
Row limit: 5,000 per import	For larger files, we recommend splitting the file into batches or use the template-based import. If the file is over the limit, the entire import will be rejected, there won't be a partial import.
Only the first sheet can be imported	If the spreadsheet contains multiple sheets, only the first sheet is read. We recommend moving all needed data to the first sheet or saving it as a separate file.
Existing items and locations only	Items and locations are never created.
No renaming or deleting batches	A changed number creates a new batch; batches not in the file are left alone.
One stock import at a time	Shared with stock level imports for the same account.
Can't be undone	To correct a mistake, import a file with the right values, or edit the batches in Katana.

Common issues

Behavior	Why?
A quantity is struck through in the preview	It's negative or not a number, so no stock moves for that row. The batch is still created or updated.
A batch's stock went down instead of up	The quantity is a target. A smaller number than the batch holds takes stock out.
Rows skipped for items without batch tracking	Turn it on in the Batch stock options; the file is then checked again.
The Import button is greyed out	A stock question is unanswered or batch tracking is being turned on.
Re-importing shows everything as no change	The file is already applied. The button reads Nothing to import.
A barcode wasn't set	See the barcode rules; the reason is on the struck-through cell.

Your feedback is invaluable. Let us know your thoughts on this article or anything in Katana you'd like to see improved: [email protected]

How to import/update batch / lot numbers via Assisted import