Step-by-step Getting Started Guide for Shopify users
Note: If you are not a Shopify user, here's a Getting Started guide for non-Shopify users.
This guide is ideal if you are using Shopify and are looking to set up Katana for your business. It also helps you to understand how Katana works and the value it can provide to your business.
Katana provides flexibility to set up the account in various ways. We have included tips and comments in the steps below.
Note: If you are connecting to Katana from Shopify App Store, then the setup starts automatically from Shopify integration connection. Still, we suggest checking the Step 1 in the below guide first. :)
Getting Started Guide
1. Watch tutorial videos and explore demo data
We recommend watching the following tutorial videos to get a basic understanding of Katana:
- How Katana works? (5 mins)
- Shopify integration (4 mins)
- Full Katana Demo (55 mins)
You can find more videos about certain features here (e.g. QuickBooks integration, Product Recipes, Default suppliers).
We have added some demo data to your account, which should make the initial exploring of Katana easier. You can delete the demo data with just two clicks from the blue "Demo data" button at the top right corner of the screen.
2. Connect Shopify to Katana
Connecting Shopify to Katana enables you to speed up the Katana setup process. In minutes, you can import from Shopify to Katana:
- Products - items that you make and sell to your customers. Products can also be purchased directly from suppliers for resale in Katana. If you are using subassemblies (semi-finished products) and do not have those in Shopify, read more about adding products to Katana manually or via spreadsheet import. NB! If you are using SKUs in Shopify, then make sure they are unique for the import to Katana to work properly.
- Initial stock levels for products - you can select to import initial stock levels from Shopify to Katana. Read more here. You can choose to start syncing stock levels from Katana back to Shopify in live (read more).
- Open sales orders - Katana will sync all open Sales Orders and you can choose to continue syncing the fulfillment status two-ways.
Read more here about Connecting Shopify.
3. Get the basics sorted
After you have connected your Shopify, go to the "Settings" screen in Katana to get some basics sorted:
- Select a base currency.
- Check the Unit of Measures. We have included some most common metric units to the account, but you can edit and add all necessary unit of measures that you use in your business.
- Enter the tax rates related to sales and purchasing. This is relevant for displaying the correct total monetary amounts on Sales and Purchase Orders.
Note: You do not need to worry about Categories, Operations, and Resources that you see in "Settings". Those can be entered more conveniently at the later steps of this guide.
If you are using QuickBooks for accounting, you can connect Katana from the "Integrations" page in "Settings".
4. Create or import materials
Next step is to get your materials into Katana as those are typically not tracked in Shopify. This is what you should know about materials:
- Materials are items that you use in making your products. These are the raw materials, ingredients, components, and parts.
- Materials cannot be sold directly to customers. Therefore, if you have certain items that you use for making your products and also sell to customers without any processing, we recommend adding those items to Katana as products.
Materials can be added to Katana in two ways:
- Create manually - use this approach if you have a limited number of materials or if you do not have a list of materials defined anywhere before starting with Katana.
- Import from a spreadsheet - use our template for importing your materials into Katana in minutes. You can also import your current stock levels with the template.
Tip: You can quick-add new materials to Katana while you are creating Product Recipes (see the relevant step below) or Purchase Orders. Therefore, you do not need to enter all your materials before proceeding with Product Recipes.
5. Insert your initial stock levels for materials
If you already have an operating business, you probably have some existing material stock in the workshop or warehouse.
You can enter your initial material stock levels to Katana in two ways:
- Create a Stock Adjustment - if you have entered your materials to Katana manually, create a stock adjustment to record your stock levels.
- Import from a spreadsheet - our import template for materials also enables importing your initial stock levels. Import your stock levels together with your material items (see steps 4 above).
6. Create Product Recipes
Product Recipes (also called bill-of-materials or simply BOM) are the list of ingredients or components used for making a product.
Product Recipes enable:
- Calculating the material cost for your product.
- Automatically recording inventory movements for relevant materials when products are made.
Recipes for a product in Katana can be:
- Created manually
- Copied from another product - if you have different products that use similar ingredients, copying the recipe from another product is a fast way of adding a recipe to a product. You can always edit the recipe after copying, so you can just use other product's recipe as a template.
Katana supports subassemblies, which enables including a product in a Product Recipe of another product. You can read more about subassemblies here.
7. Add Production Operations
Production Operations (also called routing) are the step-by-step steps that need to be completed to make the product. For example: cutting, coating, assembly, quality control, packaging.
Production Operations enable:
- Tracking the manufacturing process at a detailed step-by-step level.
- Creating detailed task lists for employees and workstations. If you are looking to manage the production plan only at a product level (e.g. "we need to make 3 pieces of Product X") but not at the operational steps level (e.g. "employee A needs to cut the material for Product X and employee B needs to assemble it"), then you might not need to enter Production Operations.
- Calculating estimated production completion dates for each Manufacturing Order.
- Adding the operations cost to the manufacturing cost of the product.
Operations for products in Katana can be:
- Created manually
- Copied from another product - if you have products that require similar operations, copying the operations from another product is a fast way of adding operations to a product. You can always edit the operations after copying, so you can just use other product's operations as a template.
Tip: Go and check your Product list in the "Items" screen. This includes all product variants, and enables you to quickly analyze the sales price, cost, profit margin and production time of your products. You can filter and sort the list.
8. Invite your team
Invite your team to Katana and never be out of sync again. The invited team members can create their own accounts and set-up their login details, giving them access to the software.
Click on your account name in the top right corner in Katana and select "Team" from the drop-down menu. Click "+ Invite" and enter the e-mail address of the team member you would like to invite to your Katana account.
We will send a link to that address where your new teammate can create a Katana account and join your team.
9. Start selling, making and buying
All your data is now set up! It's time to start selling your products, creating production plans, distributing tasks, managing raw material requirements and purchasing.
Depending on whether you are making your products to order, making to stock or using a mixed approach, the way you approach workflows in Katana can be different. Read more about using Katana for:
- Make to order workflows
- Make to stock workflows
Here are some additional articles we suggest reading to get the most from Katana:
- Basics of Inventory Management
- Using the Schedule
- Understanding order priorities
- Managing production deadlines
- Understanding the Average Cost
Your account is now all set up and you are ready to start running a smart workshop. :)
Should you require any additional help, please click on underlined terms or i-icons inside the software or access the knowledge base through the "Knowledge Base" tab at the right-hand side of the screen at any time or here.
Also, we are here to help. The fastest way to reach us is via the chat widget at the bottom right-hand corner of the screen.
You can also contact us by sending a message to firstname.lastname@example.org.