What syncs between Katana and ShipStation
The table below summarizes the data exchanged between Katana and ShipStation.
Data | Direction | Status |
Orders | Two-way | Available |
Products | ShipStation → Katana | Available |
Inventory sync | ShipStation → Katana | Available |
Locations and mapping
After ShipStation approves the connection, the configuration screen opens on the Location tab. Each ShipStation warehouse maps 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 syncing that warehouse, click Relink.
Only mapped warehouses sync. The integration shows Connected with Sync inactive until you click Activate sync in the header. Nothing syncs before that.
Products sync
Product mapping creates a required link between each ShipStation product and a Katana item. Products are matched by SKU:
Choose how SKUs are matched: direct 1:1, or via SKU aliases.
If a ShipStation SKU matches an existing Katana product, the two are linked.
If a SKU is unknown in Katana, a product is created just-in-time.
Kits and bundles from ShipStation 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.
SKU aliases
An SKU alias links a ShipStation SKU to a different Katana SKU. Use aliases when the same item is identified differently in the two systems, for example a legacy or channel-specific SKU in ShipStation. Upload your SKU alias mapping before importing products, so mismatched SKUs link to existing Katana items instead of creating new products.
Orders sync
From ShipStation to Katana
Orders import once they reach the configured import-from status (default: Open). They keep updating automatically through every later status change. Each ShipStation order becomes one Katana sales order, with each line as one row. The order source is shown as ShipStation.
Fulfillments and tracking: each shipped package becomes a Katana fulfillment with carrier and tracking number. Multi-package shipments create one fulfillment per package, so one order can show several fulfillments. Together, these never exceed the ordered quantities.
Cancellations: a canceled ShipStation order is deleted in Katana only if the sales order is still open.
From Katana to ShipStation
A Katana sales order is pushed to ShipStation as an outbound order when it reaches the Ready for fulfillment status. From then on, its progress in ShipStation is tracked back in Katana.
Canceling the Katana sales order does not cancel the ShipStation order.
Changes made in Katana after the push do not update the ShipStation order.
Inventory sync
ShipStation stock levels appear in Katana as read-only External inventory at each warehouse's mapped location. The number shown is ShipStation's on-hand quantity. Katana never pushes inventory changes to ShipStation.
Reconciliation compares Katana's in-stock quantity with ShipStation's on-hand quantity. You can run it on a schedule or on demand. Katana creates stock adjustments for any differences, so your Katana stock reflects the physical stock in ShipStation.
Note: ShipStation requires its paid Inventory API add-on and a V2 API key to share inventory data.
What does not sync
Products and stock changes are not pushed from Katana to ShipStation.
Changes to a Katana sales order after it has been pushed are not sent to ShipStation.
Canceling a Katana sales order does not cancel the ShipStation order.
Inbound shipments and stock transfers are not synced.
Returns and RMAs are not synced.
Serial numbers are not tracked. Lot/batch data is shown read-only where ShipStation provides it.
Disconnecting
To disconnect, go to Katana's Integrations page and open the ShipStation integration. Once you disconnect, syncing stops immediately: no new orders, fulfillments, products or stock levels are imported, and no sales orders are pushed to ShipStation. Records already imported into Katana, such as sales orders, fulfillments, products and stock adjustments, remain in Katana.