Assigning batch numbers to sales items in Katana ensures accurate inventory tracking, traceability, and order fulfillment. You can either:
Manually select batches for sales items from existing stock.
Automatically assign batches (e.g., for e-commerce orders) using Katana’s FIFO method.
When batch numbers are required
If products on a sales order (SO) are batch-trackable, assign batches on each SO line any time before or after packing or delivery. Delivery isn't blocked unless Require traceability assignment is on.
Batches can only be selected from the Ship from Location of the SO.
How batches are assigned depends on the workflow:
Make to Stock or Purchased items → Manual selection.
Make to Order → Batches tied directly to the related MO.
E-commerce fulfillment → Auto-assigned using FIFO rules.
Assigning batches manually (Make to Stock or purchased items)
When fulfilling orders from existing stock:
If you're adding items that use serial numbers or batch tracking, a traceability indicator appears next to the item's quantity.
To assign bins and traceability to an SO line:
Click the traceability indicator, or the arrow on the left of the item name, to open the traceability row
Select a bin, and a batch or serial number for that line
For items without traceability, just select the bin
Several fields prefill automatically depending on the customer's setup:
If there is only one batch in a bin, you can select the bin, and the batch is prefilled
If a full batch sits in one bin, you can select the batch, and the bin is prefilled
If selecting a serial number, the bin is prefilled automatically
Quantities are reserved once assigned and taken from the batch when the SO is set to Partially packed, Packed, Partially delivered or Delivered.
Assigning batches during completion
Change the delivery status of the SO to:
Pack some / Pack all
Deliver some / Deliver all
Select batches for all batch-trackable items.
Batches can only be chosen from the Ship from Location.
The Quantity to assign column shows how many items still need a batch. You cannot complete the SO until this reaches zero for all items.
In the Batch # column, select from existing batches with positive stock.
Working with multiple batches:
If one batch doesn’t cover the full quantity, Katana adds an extra row so you can split across multiple batches.
You can also select items from the “Unbatched” batch if it has positive or negative quantities.
Confirm your selections by clicking:
Pack selected / Pack all
Deliver selected / Deliver all
You can edit batches later, even after the SO is marked as Packed or Done.
Assigning batches for Make-to-Order (MTO) items
For sales items produced via Make-to-Order:
The SO always pulls items directly from the related MO.
Batch numbers are automatically assigned when the MO is completed.
If the MO is still in Expected status, you can define the batch number directly from the SO, which will automatically complete the related MO.
Ingredient batches in MTO:
If ingredient batches are tracked, they are taken from the “Unbatched” batch by default.
To update them, go to the related MO (Make screen > Schedule tab > Done table) and assign batches.
Ingredient batch info can be edited even after the MO is completed (no need to revert).
Auto-assigning batches for e-commerce orders
When SOs are imported from e-commerce platforms (e.g., Shopify, WooCommerce) and fulfillment is synced:
Katana automatically assigns batches using the FIFO (First In, First Out) method.
How FIFO auto-assignment works
Batches are assigned FEFO (earliest expiry first), with FIFO as a fallback.
Serials are first-created-first-out.
Quantity that stock can't cover is recorded without a batch and can leave stock negative.
Then, batches are assigned by Expiry date (earliest first). Expired batches are skipped.
If no expiry dates exist, batches are assigned by Created date (oldest first).
If stock runs out, Katana falls back to assigning from the Unbatched batch, which may result in negative stock.
Best practice: Always maintain positive stock in tracked batches to avoid negative stock issues.
Auto-assignment for Ingredients & Subassemblies
If the SO is linked to a Make-to-Order MO, ingredient batches are also auto-assigned.
In this case, the MO is marked Done automatically when the SO is fulfilled.
Finding relevant SOs for sold batches
To see every sales order that shipped a batch, open the batch in the Traceability explorer: go to Stock > Batches and click the Traceability explorer icon at the right end of its row. The Customers tab lists each sales order with the customer, quantity and date, and you can export it as CSV.
Key takeaways
Assign batches on the SO line before or after delivery. Use Assign to fill several lines at once
Manual selection applies to stock or purchased items.
Automatic assignment applies to e-commerce orders (FIFO).
Make-to-Order items always inherit batch assignment from the related MO.
Manage “Unbatched” carefully to avoid negative stock.
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