What syncs between Katana and QLS
The table below summarizes how each type of data moves between Katana and QLS.
Data | Direction | Status |
Orders | Two-way | Available |
Products | QLS → Katana | Available |
Inbound stock transfers | QLS → Katana | Available |
Inventory sync | QLS → Katana | Available |
Locations and mapping
After you connect QLS, the configuration screen opens on the Location tab. Each QLS warehouse maps 1:1 to its own dedicated Katana location.
Add to Katana automatically creates the Katana location for a QLS warehouse.
A warehouse that has never been mapped shows Not mapped until you use Add to Katana.
To pause a mapped warehouse, click Unlink. Its status then shows Unlinked.
To resume syncing that warehouse, click Relink.
Only mapped warehouses sync. Nothing syncs until you click Activate sync in the header.
Products sync
Product mapping creates a required link between each QLS product and a Katana item. Products are imported by SKU, and you choose how SKUs are matched: either direct 1:1 or through SKU aliases.
When a QLS SKU matches an existing Katana product, the two are linked.
When a QLS SKU is unknown in Katana, Katana creates the product just-in-time.
Kits and bundles from QLS become Katana products. You can add a bill of materials (BOM) of components to them in Katana. A kit order line stays a single row on the sales order.
SKU aliasing
An SKU alias links a QLS SKU to a Katana SKU that is different. Use aliases when the same item uses different SKUs in QLS and Katana. Upload your SKU alias mapping before importing products, so that mismatched SKUs link to the right Katana items instead of creating new products.
Orders sync
From QLS 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 QLS order becomes one Katana sales order, with one row per order line.
The order source is set to QLS.
Each shipped package becomes a Katana fulfillment with its carrier and tracking number.
A multi-package shipment creates one fulfillment per package. Together, these fulfillments never exceed the ordered quantities.
A canceled QLS order is deleted in Katana only if the sales order is still open.
From Katana to QLS
A Katana sales order is pushed to QLS as an outbound order when it reaches the Ready for fulfillment status. After that, its progress in QLS is tracked back in Katana through the import flow above.
Canceling the Katana sales order does not cancel the QLS order.
Changes you make in Katana after the push do not update the QLS order.
Inventory sync
QLS is the source of truth for physical stock. QLS stock numbers appear in Katana as read-only External inventory at each warehouse's mapped location. The number shown is QLS's on-hand quantity.
Reconciliation compares Katana's in-stock quantity with QLS's on-hand quantity only. It runs on a schedule or on demand, and it creates stock adjustments in Katana for any differences. Katana never sends inventory changes to QLS.
Inbound shipments
Each QLS 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 1:1 to the inbound's QLS warehouse.
Origin: the location assigned for each destination warehouse. This location must be mapped.
The stock transfer tracks the inbound's status, and received quantities update the transfer.
A canceled inbound deletes its stock transfer.
Katana stock transfers move straight from in transit to received. Partial receiving therefore appears as updated expected and received quantities until the shipment is fully received.
What does not sync
Products and stock changes are never pushed from Katana to QLS.
Changes to a Katana sales order after it has been pushed do not update the QLS order.
Canceling a Katana sales order does not cancel the QLS order.
Returns and RMAs do not sync.
Serial-number tracking does not sync. Lot and batch data appears read-only where QLS provides it.
Disconnecting
To disconnect, go to Katana's Integrations page, open the QLS integration, and disconnect it.
Syncing stops immediately. Orders, fulfillments, products and inventory no longer update, and Katana no longer pushes sales orders to QLS.
Records already brought into Katana stay in Katana. This includes sales orders, fulfillments, products, stock transfers and stock adjustments.