How to do stock takes (i.e. inventory counts) in Katana?
Although stock in Katana updates automatically in real time, most manufacturing businesses do regular stock counts (i.e. stock take, inventory count) to make sure that all stock is recorded correctly (e.g. monthly, quarterly or yearly). Some companies are obliged to do a stock count for audit purposes.
In Katana, you can use Stock Adjustments to record the results of your stock counts and keep your stock up-to-date in case some stock items have been lost, broken or found. You can always create Stock Adjustments manually in Katana to record the differences between Katana stock quantities and actual values, especially if there are only minor differences.
However, the easiest way to record the results of stock takes in Katana is via XLS export-import.
This allows you to export your entire items list with "In stock" quantities and values into an XLS file, use it during the stock take, and import updated stock levels back into Katana.
Doing stock takes in Katana
1. Navigate to "Settings" -> "Import data" in Katana.
2. Find the "Update stock levels and reorder points" section and select "Download template".
3. A spreadsheet (XLSX format) including all your products and materials with current Katana "In stock" levels and "Value in Stock" will be downloaded. This template includes a "Katana ID" column, which we will use for matching the imported items with items existing in Katana.
4. Open the file in a tablet or print out the list, for example, and go count your stock. Then overwrite the Stock Quantities in the file with the actual values.
- Stock Quantities in the spreadsheet are shown per Location. If you have created more than one Location in Katana, each row in the file is per Location of each product.
- You can also change the "Value in stock" for items on the spreadsheet, which will update the total stock value and the calculated Average Cost for the item in Katana.
TIP: If you wish to update only stock quantities and keep the same Average Cost for items in Katana, delete the "Value in Stock" column from the XLS file before importing. This will keep the existing Average Cost for items in Katana and change the "Value in stock" accordingly to reflect the new quantity.
5. Import the XLSX file back into Katana by selecting "Upload data" next to the "Update stock levels and reorder points" in the "Import data" section. You can change the file name before import if necessary (it does not have to match the name of the downloaded template file).
6. "In stock" quantities and "Value in Stock" for items will be updated in Katana. Stock Adjustment(s) will be created (one Stock Adjustment per Location) to record the differences between the imported Stock Quantities and Values, and your existing stock in Katana.
Tip: Creating .xlsx on Mac. Open the spreadsheet in Numbers and choose File -> Export to -> Excel... from the menu at the top of your screen.
Tip: Creating .xlsx in Google Sheets. Open the spreadsheet in Google Sheets and choose File -> Download as -> Microsoft Excel (.xlsx).
Which rules are applied to the import?
1. Imported items are matched to existing items in Katana by "Katana ID" included in the spreadsheet. This ID is not visible to the user inside Katana, it's a value purely used for matching the items.
2. Imported products with no "Katana ID" and "Location" match with Katana will be skipped during import.
3. Stock Quantities and Values are overwritten per Location basis.
4. Empty cells are ignored during import. Existing data in Katana will not be overwritten with blank values.
5. If you wish to update only stock quantities and keep the same Average Cost for items in Katana, delete the "Value in Stock" column from the XLS file before importing. This will keep the existing Average Cost for items in Katana and change the "Value in stock" accordingly to reflect the new quantity.