How to import initial stock levels from Shopify to Katana?
This article focuses on importing your inventory levels from Shopify to Katana during the initial connection. This article does not cover information about live stock sync from Katana to Shopify, read more.
During the initial connection of Katana x Shopify integration, you can choose whether to import stock levels for products from Shopify to Katana.
We recommend importing your product stock levels from Shopify if you keep track of correct product stock levels in Shopify. This way, you can quickly get your stock levels from Shopify to Katana. You can then immediately see the Product Availability for all your Sales Orders in Katana.
If switched ON, all inventory levels of products will be imported from Shopify to Katana. A Stock Adjustment is created in Katana for recording those stock levels. Navigate to "Stock" -> "Stock Adjustments" in Katana to find the relevant Stock Adjustment. Read more below about how the imported stock levels are calculated. You can edit the Stock Adjustment at any time after it has been created.
During the initial connection, you need to determine the initial cost for the product stock for Katana. Read more here.
If switched OFF, stock levels for products will not be imported from Shopify to Katana.
Which stock levels are imported from Shopify?
Although one might assume that Shopify Inventory quantities are the same as the "In stock" quantities for products in Katana, this might not be the case for all your products. This is how the "In stock" quantity for products imported from Shopify is calculated in Katana:
"In stock" in Katana = Inventory quantity in Shopify + Inventory existing on open sales orders
In Shopify, the Inventory quantity for a product displays the inventory available for sales. Therefore, Inventory in Shopify is decreased immediately when a Sales Order is created, not when the Sales Order is fulfilled.
In Katana, the "In stock" quantity for a product is not decreased when a Sales Order is created and is still open, but only after the Sales Order is "Packed" or "Delivered". Commitments to open Sales Orders are reflected in the "Committed" quantity for a product.
Therefore, the Inventory quantity in Shopify does not match with the "In stock" quantity in Katana. The difference comes from inventory that is committed to open sales orders.
When connecting Shopify to Katana, we import all open sales orders from Shopify to Katana. As a result, the "Committed" amount for related products increases in Katana. If you are looking to reconcile the stock levels imported from Shopify to Katana, then use the following calculation:
Inventory quantity in Shopify = "In stock" in Katana - "Committed" quantity in Katana
- The inventory quantity for "Product A" shows 7 pcs in Shopify.
- I have an "Unfulfilled" sales order in Shopify for 3 pcs of "Product A".
- When I connect Katana to Shopify and select to import initial stock to Katana, then the "In stock" quantity in Katana will show 10 pcs for "Product A". Katana will also import the open sales order and display a "Committed" quantity for "Product A" of 3 pcs.
If you do not have any open sales orders for a product, then the Inventory quantity in Shopify matches the "In stock" quantity in Katana.
When should I switch the initial stock import ON?
We recommend switching it ON during the initial connection of Shopify x Katana integration to get your stock levels easily into Katana. But import your product stock levels from Shopify only if you keep track of correct product stock levels in Shopify.
When you are reconnecting to Shopify or reconfiguring the integration settings, you are opt out from syncing stock levels by default. We suggest keeping it switched OFF to avoid importing double stock levels into Katana. Only switch it ON during reconnection or reconfiguration if you have cleared all your data in Katana and wish to start fresh, or if you have deleted the Stock Adjustment that was created during the initial connection for recording stock levels in Katana.
If you have accidentally re-imported your stock levels in double, you can find and delete the related Stock Adjustment that was created for recording the stock levels in Katana in "Stock" screen -> "Stock adjustments".
Note: If you are connecting multiple Shopify stores to your Katana account and have the same products across many stores, then be aware that importing initial stock levels for the same product from multiple Shopify stores will add stock levels to Katana more than once. If it has happened, it's relatively easy to fix it. Just find and delete the related Stock Adjustment that was created for recording the additional stock levels in Katana in "Stock" screen -> "Stock adjustments".