What syncs between Katana and Portless
The table below summarizes each data type and how it moves between Katana and Portless.
Data | Direction | Status |
Orders | Two-way | Available |
Products | Portless → Katana | Available |
Inventory sync | Portless → Katana | Available |
Locations and mapping
After Portless approves the connection, the configuration screen opens on the Location tab. Each Portless warehouse maps 1:1 to its own dedicated Katana location.
Add to Katana: Creates the Katana location for a warehouse. Until then, the warehouse shows Not mapped.
Unlink: Pauses a mapped warehouse. Its status shows Unlinked.
Relink: Resumes syncing for an unlinked 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 Portless product and a Katana item. Products are imported by SKU:
If a Katana product already has the same SKU, the two are matched.
If the SKU is unknown in Katana, Katana creates a new product when it's needed.
Choose how SKUs are matched: directly (1:1) or through SKU aliases.
Kits and bundles become Katana products. You can add a bill of materials (BOM) of components to them in Katana. A kit order line stays a single sales order row.
SKU aliases
A SKU alias links a Portless SKU to a different Katana SKU. Use one when the same product has different SKUs in each system, so it matches instead of creating a duplicate product. Upload your SKU alias mapping before you import products.
Orders sync
Orders from Portless to Katana
Orders import 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 Portless order becomes one Katana sales order:
Each line becomes one row.
The order source is Portless.
Each shipped package becomes a Katana fulfillment with the carrier and tracking number.
Multi-package shipments create one fulfillment per package. Together, these fulfillments never exceed the ordered quantities.
If an order is canceled in Portless, it is deleted in Katana only if it is still open.
Orders from Katana to Portless
When a Katana sales order reaches the Ready for fulfillment status, Katana sends it to Portless as an outbound order. Katana then tracks its progress through the import flow above.
Canceling the Katana sales order does not cancel the Portless order.
Changes you make in Katana after the order is sent do not update the Portless order.
Inventory sync
Portless stock levels appear in Katana as read-only External inventory at each warehouse's mapped location. The number shown is Portless's On hand quantity. You can't edit it in Katana, and Katana never sends stock changes to Portless.
Reconciliation compares Katana's in-stock quantity with Portless'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 what Portless physically holds.
What does not sync
Products and stock changes from Katana to Portless.
Changes to a Katana sales order after it has been sent to Portless.
Cancellation of a Katana sales order. It doesn't cancel the Portless order.
Inbound shipments. These don't create stock transfers for this integration.
Returns and RMAs.
Serial number tracking. Lot and batch data is shown read-only where Portless provides it.
Disconnecting
To disconnect, go to Katana's Integrations page, open the Portless integration, and disconnect it.
Syncing stops immediately.
No new orders, fulfillments, products, or stock updates are imported.
No sales orders are sent to Portless.
Records already brought into Katana stay in your account, including sales orders, fulfillments, products, and locations.