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Batch tracking
Importing batch numbers
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

If you track batch numbers for items (products and materials) and have batch tracking information available outside of Katana (on a spreadsheet or another system), you can use our import template to bulk add your batches to Katana.

This is an efficient way of setting up your batches if you are implementing Katana or you need to add new batch tracking info.

To use the Batch tracking in Katana, you'll need the Full Traceability add-on (automatically included in Professional plans). You can upgrade from the Subscription page in Katana or by enabling the feature (e.g. enabling batch tracking for an item in Katana).

Importing batch numbers

  1. Go to the Settings screen > Data import.

  2. Find the Add new batch / lot numbers section and click Download data. This will download the list of items that have the batch tracking function enabled. You can use the template for importing batches for products and materials.

    The file includes:

    • Existing unbatched batches with stock levels for product and material variants in Katana (per location) if you inserted batch numbers.

    • Items in which the batch tracking function is enabled but the stock level is zero or the existing stock doesn't have batch numbers assigned ("Unbatched" batch). In this case, the Batch number field for those items will be empty in the downloaded file.

  3. Adding batch number data to the template:

    • *Katana ID β€” Imported batches are matched to existing materials in Katana by the Katana ID column values in the spreadsheet. These IDs are not visible in Katana, it's a value used solely for matching materials. If the Katana ID field is empty or doesn't match an existing item, the row will be skipped.

    • Item name, Variant code / SKU, and Item variant are the fields that define the item for the batch. You cannot create new products or materials with this template, you can only add batches and stock quantities for existing items (read more about creating new products and materials).

    • *Batch number is a field that defines the batch number for the batch. Each row in the file is a specific batch for an item variant. If you have multiple batches of the same item variant, add each batch to a separate row while duplicating the Variant code / SKU.

      For example:

      Spreadsheet example for importing batches

      • If the Batch number is empty, the row will be skipped during import.

      • In Katana, each batch number for an item variant has to be unique. Therefore, if the same Batch number for a specific variant already exists in Katana, the row will be skipped during import. If you enter multiple rows for the same item variant with a matching Batch number to the template, only the last row for this batch will be imported.

    • Batch barcode allows you to assign a unique batch barcode to identify your batches with barcode. The barcode number has to be between 3-40 digits.
      Batch barcode is imported only if the batch barcode is switched on in the barcode settings.

      If the internal barcodes are generated automatically, the batch barcodes are not imported.

      Note: if you need to import batch barcodes and still want to generate barcodes automatically, you can switch off automatic barcode generation, import batch barcodes, and switch it back on.

    • Expiration date enables you to assign an expiry date to each batch. Use a date format for this value.

    • Created date enables you to assign a creation date to each batch. Use a date format for this value. If left empty, the import date will be assigned as a Created date for the batch at import.

    • *Initial stock quantity is a field that defines the quantity of the item variant in the specific batch.

      • The quantity of a batch will be added to your stock levels in Katana.

      • If you have stock in the "Unbatched" batch in Katana for the item variant, importing a new batch will distribute the quantity from the "Unbatched" batch to the newly imported batch. The quantity for the "Unbatched" batched will be decreased as a result and the total stock level for the item will not change (until the "Unbatched batch" reaches 0).

      • If the Initial stock quantity is empty or is not inserted as a number, the row will be skipped during import.

    • Initial stock cost per unit is the Average cost of the item variant in the batch. If you have existing batches or an unbatched quantity for an item variant in stock, then the existing Average cost will be indicated. You can edit the Cost Per Unit for each batch.

      • Average cost in Katana is not batch-specific. After importing the batches with varying Average costs for the same item variant, Katana will calculate the Average cost for the total quantity of the item variant and this cost is assigned to the entire stock for that item variant.

    • Location indicates the stock Location for the batch. Batches quantities are Location-specific in Katana.

      • If the Location field is empty, the batch is assigned to your Main Location.

      • If the Location is unknown (doesn't exist in Katana), the row is skipped at import.

  4. * = Required Field

  5. Import the filled template into Katana from Settings screen > Data import by clicking Upload data under Add new batch / lot numbers.

    Upload data option in the Data import section of the settings screen

  6. Katana checks if the file format matches import requirements (the required columns exist in the file) and will notify you if the file is incompatible.

  7. If the import is successful, Katana indicates how many rows were imported.

As a result of the import, a stock adjustment will be created in Katana to register the stock movements with batch numbers. A separate stock adjustment is created for each location. You can find stock adjustments from the Stock screen > Stock adjustments tab.

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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