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Importing batch numbers

Import batch numbers into Katana to streamline inventory management and ensure accurate batch tracking.

Dayvid Lorbiecke avatar
Written by Dayvid Lorbiecke
Updated over a week ago

Import batch numbers into Katana to streamline inventory tracking and ensure accurate batch management.

Katana allows you to import batch numbers for products and materials using a spreadsheet template. This is especially useful when:

  • You're just starting with Katana and want to migrate existing batch data.

  • You need to bulk update or add new batch information.

Note: Batch tracking requires the Full Traceability add-on (automatically included in Professional plans).


How to import batch numbers

1. Download the import template

Screenshot showing where to find data import in settings
  1. Go to Settings > Data import.

  2. Scroll to the Add new batch / lot numbers section.

  3. Click Download data to get your import template.

This template includes:

  • Items with batch tracking enabled (excluding archived items).

  • Current unbatched stock levels per variant and location.

  • Empty rows for batch-enabled items with no existing stock.


2. Fill in the template

Here’s a breakdown of the fields in the template:

Field

Description

Katana ID (required)

Used internally to match with existing items. Not visible in the UI. If empty or invalid, the row is skipped.

Item name / Variant code / Item variant

Used to identify the product or material. You cannot create new items via this import.

Batch number (required)

Each row should represent a single batch for an item variant. Must be unique per variant.

Optional. Must be 3–40 characters. Only imported if barcode tracking is enabled and automatic barcode generation is disabled.

Expiration date

Optional. Use a date format.

Created date

Optional. Use a date format. Defaults to import date if left blank.

Initial stock quantity (required)

Adds quantity to your stock for that batch. Must be a number.

Initial stock cost per unit

Optional. Defines the unit cost for this batch. Katana will recalculate the average cost for the item variant.

Location

Optional. If left blank, items are added to your Main Location. Unknown locations will cause the row to be skipped.

Tips:

  • If a batch number already exists for a variant, only the last row with that batch number will be imported.

  • If you split an item into multiple batches, enter each one on a separate row with duplicated variant details.


3. Upload the file

Upload data option in the Data import section of the settings screen
  1. Go to Settings > Data import.

  2. Click Upload data under Add new batch / lot numbers.

  3. Katana will validate the format and display any import errors.

  4. If successful, Katana shows how many rows were imported.

Imported batches will automatically create stock adjustments per location. You can review them at Stock screen > Stock adjustments tab.

Screenshot showing where the stock adjustments tab is located in the stock screen

Behavior notes

  • Imported batch quantities reduce the corresponding quantity from the “Unbatched” batch (if available).

  • Katana does not allow importing batches with empty or duplicate required fields.

  • Average cost is recalculated across all stock, not per batch.


Your feedback is invaluable. Let us know your thoughts on this article or anything in Katana you'd like to see improved: [email protected]

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