What syncs between Katana and Flowspace
The table below summarizes each data type and the direction it moves between Katana and Flowspace.
Data | Direction | Status |
Orders | Two-way | Available |
Products | Flowspace → Katana | Available |
Inbound stock transfers | Flowspace → Katana | Available |
Inventory sync | Flowspace → Katana | Available |
Locations and mapping
After the connection is approved, the configuration screen opens on the Location tab. Each Flowspace warehouse is mapped 1:1 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.
To resume a paused warehouse, click Relink.
Only mapped warehouses sync.
Products sync
Product mapping creates a required link between each Flowspace product and a Katana item. Products are imported by SKU:
SKUs that already exist in Katana are matched to the existing products.
Unknown SKUs create new Katana products just-in-time.
When you set up mapping, choose how SKUs are matched: either direct 1:1 or via SKU aliases.
Kits and bundles from Flowspace become Katana products. You can add a BOM of components to them in Katana. A kit order line stays a single sales order row.
SKU aliases
A SKU alias links a Flowspace SKU to a different Katana SKU. Use aliases when the same product is identified by mismatched SKUs in the two systems. Upload your SKU alias mapping before importing products, so the products match correctly instead of being created as duplicates.
Orders sync
Orders from Flowspace
Flowspace orders are imported once they reach the configured import-from status. The default is the "Open" state. After import, each order keeps updating automatically through every later status change.
Each Flowspace order becomes one Katana sales order, with one row per line.
The order source is shown as Flowspace.
Each shipped package becomes a Katana fulfillment with carrier and tracking details. Multi-package shipments create one fulfillment per package, and together these never exceed the ordered quantities.
If an order is canceled in Flowspace, it is deleted in Katana only if it is still open.
Orders from Katana
When a Katana sales order reaches the Ready for fulfillment status, it is pushed to Flowspace as an outbound order. From then on, the import flow above tracks its progress back in Katana.
Canceling the Katana sales order does not cancel the Flowspace order.
Changes made in Katana after the push do not update the Flowspace order.
Inventory sync
Flowspace stock levels appear in Katana as read-only External inventory at each warehouse's mapped location. The number shown is Flowspace's On hand quantity. You can't edit these figures in Katana, because Flowspace is the source of physical truth.
Reconciliation compares Katana's in-stock quantity against Flowspace's on-hand quantity. It runs on a schedule or on demand, and creates stock adjustments for any differences. This keeps Katana's stock aligned with your warehouse.
Inbound shipments
Each Flowspace inbound shipment becomes one Katana stock transfer. The transfer number is the PO number when one is present; otherwise it is the inbound ID.
Destination: the Katana location mapped 1:1 to the inbound's Flowspace warehouse.
Origin: the location assigned for each destination warehouse. This location must be mapped.
Stock transfers track the inbound's status, and received quantities update the transfer. Katana stock transfers move from in transit to received in a single step. Partial receipts therefore 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 changes and stock changes made in Katana are not sent to Flowspace.
Canceling a Katana sales order does not cancel the pushed Flowspace order.
Changes made in Katana after an order is pushed do not update the Flowspace order.
Returns and RMAs are not synced.
Serial numbers are not tracked. Lot and batch data appears read-only where Flowspace exposes it.
Disconnecting
To disconnect, go to Katana's Integrations page, open Flowspace, and disconnect the integration. Syncing stops immediately: no new orders, fulfillments, inbound shipments, or inventory updates are imported, and no sales orders are pushed to Flowspace. Records that were already imported into Katana stay in Katana. These include sales orders, fulfillments, products, and stock transfers.