You can import new products to Katana either directly from your e-commerce platform or using our XLS template. Your initial stock levels can also be imported to get started easily with Katana.

Import products and stock from your e-commerce platform

If you are selling online and managing your product stock levels on your e-commerce platform (e.g. Shopify), connect your e-store to Katana and import all your products and related stock levels to Katana in minutes. Imported products will keep the same variants structure as you have set up in Shopify. Here's how to connect your Shopify store.

Only product stock can be imported from e-commerce channels as materials typically are not managed on e-commerce platforms. Here's how to import materials using our XLS template.

Import new products with the XLS template

We provide a possibility to import new products with current stock amounts using a data import file template. The relevant import template also supports creating variants of products. There are instructions included as comments in the template about structuring the import file to create variants in Katana.

Note that if you already have some existing products in Katana, the imported file will match the imported items by Variant code / SKU and will not import already existing products (any data for those items will not be updated, those matching items will be skipped during import).

To import your products with initial stock to Katana:

1. Download a template by clicking here. You can also find the template in Katana at "Settings" -> "Data Import".

2. Fill in the template. We have included some comments to column headers, which should help you understand the structure of the template. If you have any questions, reach us in chat or via e-mail support@katanamrp.com.

Import template also supports creating variants of products. The Product Name field is used for grouping variants, i.e. rows with matching names will be grouped under the same product card in Katana as variants. Enter different Variant Options and Variant Values to create variants of the product.

Example: If you have a product "Table" that comes in white and black color, create 2 rows with a matching product name "Table", add "Color" to "Variant option 1" for both rows and enter "White" to the first row and "Black" to the second row for "Variant values 1".

3. If you wish to import initial stock, also fill in the "Initial stock quantity" and "Initial stock cost per unit" columns in the template.

4. Save the filled template in .xls or .xlsx format.

Creating .xlsx on Mac: Open the spreadsheet in Numbers and choose File -> Export to -> Excel... from the menu at the top of your screen.
Creating .xlsx in Google Sheets: Open the spreadsheet in Google Sheets and choose File -> Download as -> Microsoft Excel (.xlsx).

4. In Katana, navigate to "Settings" -> "Data Import". Click "Upload data" for Products and select the filled template file.

5. Your products and initial stock levels will be imported to Katana. This might take from a few seconds up to a couple of minutes, depending on the number of items you are importing.

When the import is complete, you will receive a message indicating the number of items imported. For an item to be imported, the product name must not be blank. Any rows in the imported file with a blank product name will not be imported.

Note: if any cell in the imported file does not match the requirements for the cell (e.g. column name does not match the template; letters inserted to fields that allow numbers only), the data in the cell will not be imported and the respective field for the item will be left blank in Katana.

You can access your new products in the "Items" screen. If you also entered the initial stock to the template, Katana will create a respective Stock Adjustment and assign "Imported from Excel" as the adjustment reason. You can find the Stock Adjustment at "Stock" -> "Stock adjustments".

Requirements for data and additional comments

1. The column names in the uploaded file must match with the template. Otherwise, the import will fail or certain data will not be imported.

2. The template supports creating multiple variants of the same product. The "Product name (required)" field is used for grouping variants, i.e. rows with matching product names will be grouped under the same product card in Katana. Enter different "Variant options" and "Variant values" to dedicated columns in the template to define variant characteristics for the same product.

3. The data in the columns will be uploaded to the respective data fields in Katana.

4. "Product name (required)" is a required field.

5. "Make?" and "Buy?" are required fields. At least one of those needs to include a positive (Yes/Y/yes).

6. You can import initial stock quantities and costs with the template. Fill in the "Initial stock Quantity" and "Initial stock Cost per unit" fields to import initial stock. A Stock Adjustment will be created in Katana during the import to record the stock quantities and costs. 

Here are some things to keep in mind: 

Product name (required) - if you have variants of products, the name field is used for grouping variants, i.e. rows with matching product names will be grouped under the same product card in Katana.

Category - up to 35 characters allowed. All variants of the same product should have the same category.

Unit of measure - up to 7 characters allowed. All variants of the same product should have the same unit of measure.

Make? - a required field. Products in Katana can be made in your workshop and/or bought directly from suppliers. Entering "Yes" to "Make?" column enables adding Product Recipes and Production Operations to the product in Katana.

Buy? - a required field. Entering "Yes" to "Buy?" column enables adding products to Purchase Orders in Katana, and defining the Default Purchase Price and Default Supplier on the product card.

Note: You can enter "Yes" to both "Make" and "Buy" columns.

Variant code / SKU - we recommend using unique Variant codes for each product variant.

Variant option 1 - use this column to define the characteristics of the product variants. It is the attribute of the item that differentiates the variants. E.g. "Color", "Size", "Type". Leave blank if you do not have variants of products.

Variant value 1 - these are the values for the "Variant option 1". E.g. if you have defined "Color" as the "Variant option 1", values might be "Red" for one row and "Blue" for the other row (if you have 2 color variants of the product, for example).

Variant option 2 - use this column to define another characteristic of product variants. For example, a product can come in different colors and sizes. In this case, use "Color" for "Variant option 1" and "Size" for "Variant option 2".

Variant value 2 - these are the values for the "Variant option 2". E.g. if you have defined "Size" as the "Variant option 2", values might be "Small" for one row and "Large" for the other row (if you have 2 size variants for the same color of the product, for example).

Note: Add new columns for variant options and values if you have more than 2 variant options per product. Name the columns in the same format, e.g. "Variant option 3", "Variant value 3" etc.

Reorder point - only numbers allowed, up to 3 decimal places allowed.

Default sales price - only numbers allowed, up to 9 decimal places allowed. Value is in your base currency. You can set the base currency inside Katana "Settings" -> "Currency".

Default purchase price - fill this in only if you have chosen "Yes" in the "Buy?" column. Only numbers allowed, up to 9 decimal places allowed. Value is in your base currency. You can set the base currency inside Katana "Settings" -> "Currency".

Default supplier - fill this in only if you have chosen "Yes" in the "Buy?" column. It's the supplier of the product that is added to Purchase Orders (PO) in Katana by default. Can be edited on each PO, if needed. All variants of the same product should have the same default supplier.

Initial stock Quantity - use this column if you wish to import initial stock levels to Katana. This is the quantity of initial stock of the product variant you currently have in your inventory. Quantity is in the Unit of Measure set in the respective column. Only numbers allowed, up to 3 decimal places allowed.

Initial stock Cost per unit - use this column if you wish to import initial stock costs to Katana. Assumes that the "Initial stock Quantity" is filled in. Insert cost per unit for the product variant in your initial stock (i.e. what you currently have in the warehouse). The value of stock in Katana is then calculated as "Initial stock Quantity" * "Initial stock Cost per unit". Limitations: only numbers allowed, up to 9 decimal places allowed. Value is in your base currency. You can set the base currency inside Katana.

Additional info - this info is stored on the product card (the same info for all variants of the product). All variants of the same product should have the same additional info.