Importing new materials
You can import new materials to Katana using our XLS template. Your initial stock levels can also be imported to get started easily with Katana.
Note: While products can be also imported directly from an e-commerce platform, users typically do not have materials listed on their e-store. Materials need to be either entered manually into Katana or imported via xls.
Import new materials with the XLS template
We provide a possibility to import new materials and initial stock using our XLS data import file template. The relevant import template also supports creating variants of materials. 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 materials in Katana, the imported file will match the items by Variant Code / SKU and will not import already existing materials (any data for those items will not be updated, those matching items will be skipped during import).
To import your materials and 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 email@example.com.
Import template also supports creating variants of materials. Material name fields are used for grouping variants, i.e. rows with matching names will be grouped under the same material card in Katana. Enter different Variant Options and Variant Values to create variants of the material.
Example: If you have a material "Cloth" that comes in white and black color, create 2 rows with a matching material name "Cloth", 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 Materials and select the filled template file.
5. Your materials 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 Material Name must not be blank. Any rows in the imported file with a blank item 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 materials 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 material. The "Material name (required)" field is used for grouping variants, i.e. rows with matching material names will be grouped under the same material card in Katana. Enter different "Variant options" and "Variant values" to dedicated columns in the template to define variant characteristics for the same material.
3. The data in the columns will be uploaded to the respective data fields in Katana.
4. "Material name (required)" is the only required field.
5. 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:
Material name (required) - if you have variants of materials, the name field is used for grouping variants, i.e. rows with matching material names will be grouped under the same material card in Katana.
Category - up to 35 characters allowed. All variants of the same material should have the same category.
Unit of measure - up to 7 characters allowed. All variants of the same material should have the same unit of measure.
Default supplier - the supplier of the material that is added to Purchase Orders (PO) in Katana by default. Can be edited on each PO, if needed. All variants of the same material should have the same default supplier.
Variant code / SKU - we recommend using unique Variant codes for each material variant.
Variant option 1 - use this column to define the characteristics of the material 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 materials.
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 material, for example).
Variant option 2 - use this column to define another characteristic of material variants. For example, a material 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 material, for example).
Note: Add new columns for variant options and values if you have more than 2 variant options per material. 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 purchase price - only numbers allowed. Value is in your base currency. You can set the base currency inside Katana "Settings" -> "Currency".
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 material 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 material 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 for on the material card (the same info for all variants of the material). All variants of the same material should have the same additional info.