What syncs between Katana and NextSmartShip
This table shows each data type and the direction it moves between Katana and NextSmartShip.
Data | Direction | Status |
Orders | Two-way | Available |
Products | NextSmartShip → Katana | Available |
Inventory sync | NextSmartShip → Katana | Available |
Locations and mapping
After you connect, the configuration screen opens on the Location tab. Each NextSmartShip warehouse maps 1:1 to its own Katana location.
Not mapped: The warehouse has never been mapped. Click Add to Katana to create a dedicated Katana location for it.
Unlink: Pauses a mapped warehouse. Its status then shows Unlinked.
Relink: Resumes syncing for an unlinked warehouse.
Only mapped warehouses sync.
Products sync
Product mapping links each NextSmartShip product to a Katana item. Every synced product needs this link. You choose how SKUs are matched: direct 1:1, or through SKU aliases.
Products and variants are imported by SKU:
SKU exists in Katana: The product matches the existing Katana product.
SKU is unknown: Katana creates the product when it's needed.
Kits and bundles are imported as Katana products. Add a bill of materials (BOM) with their components in Katana. A kit order line stays a single row on the sales order.
SKU aliases
A SKU alias links a NextSmartShip SKU to a different Katana SKU. Use aliases when the same product has different SKUs in the two systems, so it matches the right Katana item instead of creating a new product.
Upload your SKU alias mapping before you import products.
Orders sync
Orders from NextSmartShip to Katana
Orders import once they reach the configured import-from status. The default is the Open state. After import, they keep updating automatically through every later status change.
Sales orders: Each NextSmartShip order becomes one Katana sales order. Each line becomes one row, and the order source is NextSmartShip.
Fulfillments: 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.
Cancellations: When an order is canceled in NextSmartShip, Katana deletes the sales order only if it is still open.
Orders from Katana to NextSmartShip
When a Katana sales order reaches the Ready for fulfillment status, Katana sends it to NextSmartShip as an outbound order. Its progress then flows back into Katana through the import flow above.
Changes you make in Katana after the order is sent don't update the NextSmartShip order.
Canceling the Katana sales order doesn't cancel the NextSmartShip order.
Inventory sync
NextSmartShip stock levels appear in Katana as read-only External inventory at each warehouse's mapped location. The number shown is the warehouse's on-hand quantity.
Reconciliation compares Katana's in-stock quantity with NextSmartShip's on-hand quantity. It runs on a schedule, or you can run it on demand. When the numbers differ, Katana creates stock adjustments. This keeps Katana's stock, which your planning relies on, in line with what is physically in the warehouse.
What does not sync
Products and stock changes are never sent from Katana to NextSmartShip.
Changes to a Katana sales order after it's sent don't update the NextSmartShip order.
Canceling a Katana sales order doesn't cancel the NextSmartShip order.
Inbound shipments don't sync, so no stock transfers are created from them.
Returns and RMAs don't sync.
Serial numbers aren't tracked. Lot and batch data is shown read-only where NextSmartShip provides it.
Disconnecting
To disconnect, open the NextSmartShip integration from Katana's Integrations page. Disconnecting stops all syncing immediately:
No more orders, fulfillments, products or inventory are imported.
No more sales orders are sent to NextSmartShip.
Records that were already imported stay in Katana, including sales orders, fulfillments, products and stock adjustments.