The table below summarizes each data flow between Katana and Linnworks.

To connect, open Katana's Integrations page, find the Linnworks tile, and click Connect. Enter a Linnworks access token, which you get by logging in at https://apps.linnworks.net/Authorization/Authorize/6ef8ea97-1dad-4936-ba41-9b346c68dbeb and approving the connection. Once Linnworks approves the connection, the configuration screen opens on the Location tab.

Each Linnworks warehouse maps 1:1 to its own Katana location. A warehouse that has never been mapped shows Not mapped. Click Add to Katana to create its location. To pause a mapped warehouse, click Unlink. Its status then shows Unlinked. Click Relink to resume. Only mapped warehouses sync, and nothing syncs until you click Activate sync in the header.

Product mapping creates a required link between each Linnworks product and a Katana item. In the products mapping settings, choose how SKUs match: direct 1:1, or via SKU aliases. Products are imported by SKU. A Linnworks SKU that matches an existing Katana product links to it, and an unknown SKU creates a new Katana product just-in-time.

Kits and bundles become Katana products. Add a bill of materials (BOM) of components to them in Katana. A kit order line stays a single sales-order row.

An SKU alias links a Linnworks SKU to a different Katana SKU. Use aliases when the same item has different SKUs in Linnworks and Katana. Upload your SKU aliases mapping before importing products. That way, mismatched SKUs match your existing Katana items instead of creating new products.

Linnworks orders import into Katana once they reach the configured import-from status (default: Open). After that, they keep updating automatically through every later status change. Each Linnworks order becomes one Katana sales order, with each line as one row and the order source set to Linnworks.

Each shipped package becomes a Katana fulfillment with carrier and tracking details. A multi-package shipment creates one fulfillment per package, so an order can show several fulfillments. Together they never exceed the ordered quantities. If a Linnworks order is canceled, Katana deletes the sales order only if it is still open.

Orders also flow from Katana to Linnworks. When a Katana sales order reaches Ready for fulfillment, Katana pushes it to Linnworks as an outbound order. From then on, the import flow tracks its progress back in Katana. Canceling the Katana sales order does not cancel the Linnworks order. Changes made in Katana after the push do not update the Linnworks order.

Linnworks stock levels appear in Katana as read-only External inventory at each warehouse's mapped location. On hand is the number shown. Katana never sends stock changes to Linnworks.

Reconciliation compares Katana's in-stock quantity against Linnworks on-hand only. It runs on a schedule or on demand and creates stock adjustments for any differences. This keeps the stock Katana works with aligned to the warehouse's physical count.

Each Linnworks inbound shipment becomes one Katana stock transfer. The transfer number is the PO number when one is present, otherwise the inbound ID. The destination is the Katana location mapped to the inbound's warehouse. The origin is the location assigned to each destination warehouse, and it must be mapped.

The stock transfer tracks the inbound's status, and received quantities update it. Katana stock transfers move from In transit to Received in one step. Partial receiving therefore shows as updated expected and received quantities until the shipment is fully received. A canceled inbound deletes its stock transfer.

To disconnect, go to Katana's Integrations page, open the Linnworks integration, and disconnect it. Syncing stops immediately. No new orders, fulfillments, inventory updates, or inbound shipments come in, and Katana stops pushing sales orders to Linnworks. Records already brought into Katana stay in place, including sales orders, fulfillments, products, stock transfers, and stock adjustments.