What syncs between Katana and Capacity
The table below summarizes each type of data covered by the Capacity integration and the direction it flows.
Data | Direction | Status |
Orders | Two-way | Available |
Products | Capacity → Katana | Available |
Inbound stock transfers | Capacity → Katana | Available |
Inventory sync | Capacity → Katana | Available |
Locations and mapping
After Capacity approves the connection, the configuration screen opens on the Location tab. Each Capacity warehouse maps to its own dedicated Katana location. Click Add to Katana to create that location automatically.
A warehouse that has never been mapped shows Not mapped until you click Add to Katana.
To pause a mapped warehouse, click Unlink. Its status then shows Unlinked.
Click Relink to resume syncing that warehouse.
Only mapped warehouses sync. Nothing syncs until you click Activate sync in the header.
Products sync
Product mapping creates a required link between each Capacity product and a Katana item. First choose how SKUs are matched:
Direct 1:1: the Capacity SKU and the Katana SKU are the same.
Via SKU aliases: a Capacity SKU is linked to a different Katana SKU.
Products are imported by SKU. If a SKU already exists in Katana, the product is matched to the existing item. If a SKU is unknown, Katana creates the product just-in-time.
Kits and bundles become Katana products. You can then add a bill of materials (BOM) of components to them in Katana. A kit order line stays a single sales order row.
SKU aliasing
An SKU alias links a Capacity SKU to a different Katana SKU. Use aliases when the same product has different SKUs in the two systems.
Upload your SKU alias mapping before you import products. Otherwise, unmatched SKUs are created as new products.
Orders sync
Orders from Capacity to Katana
Orders import once they reach the configured import-from status, which is the Open state by default. After import, they keep updating automatically through every later status change.
Each Capacity order becomes one Katana sales order, and each order line becomes one row.
The order source is shown as Capacity.
Each shipped package becomes a Katana fulfillment with the carrier and tracking number. A multi-package shipment creates one fulfillment per package, and together these never exceed the ordered quantities.
If an order is canceled in Capacity, Katana deletes it only if the sales order is still open.
Orders from Katana to Capacity
When a Katana sales order reaches the Ready for fulfillment status, it is pushed to Capacity as an outbound order. From then on, its progress is tracked back in Katana.
Canceling the Katana sales order does not cancel the Capacity order.
Changes you make in Katana after the push do not update the Capacity order.
Inventory sync
Capacity's stock numbers appear in Katana as read-only External inventory at each warehouse's mapped location. The number shown is Capacity's On hand quantity.
Reconciliation compares Katana's in-stock quantity with Capacity's on-hand quantity. It runs on a schedule, or you can run it on demand. Any difference creates a stock adjustment, so Katana's stock levels match the warehouse.
Inbound shipments
Each Capacity inbound shipment becomes one Katana stock transfer. The transfer number is the PO number when one exists. Otherwise, it is the inbound ID.
Destination: the Katana location mapped to the inbound's warehouse.
Origin: the location assigned to each destination warehouse. This must be mapped.
The stock transfer follows the inbound's status, and received quantities update the transfer.
Katana stock transfers have two states: in transit and received. Partial receipts show as updated expected and received quantities until the shipment is fully received.
If an inbound is canceled, its stock transfer is deleted.
What does not sync
Product or stock changes are not sent from Katana to Capacity.
Changes made in Katana after an order is pushed do not update the Capacity order.
Canceling a Katana sales order does not cancel the Capacity order.
Returns and RMAs are not synced.
Serial number tracking is not supported. Lot and batch data is shown read-only where Capacity provides it.
Disconnecting
To disconnect, go to Katana's Integrations page, open the Capacity integration, and disconnect it. Syncing stops immediately: no new orders, fulfillments, inventory updates or inbound shipments come in, and no sales orders are pushed to Capacity.
Records already imported into Katana stay in your account, including sales orders, products, stock transfers and stock adjustments.