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How to update materials and variants via import
How to update materials and variants via import

Update existing materials in Katana via import, optimizing inventory management.

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

Updating existing materials and variants in Katana is streamlined through bulk importing. This process allows you to efficiently manage material names, categories, supplier details, purchase prices, and more.


You can bulk update materials and variants in Katana via spreadsheet (XLSX) import.

The most typical use cases include:

  • Importing Variant codes (SKU) to materials in Katana. If you have a long list of materials without Variant codes in Katana, it may be more efficient to generate the codes in a spreadsheet rather than upload them manually into Katana.

  • Updating Material names, Categories, Default Suppliers, Purchase prices, Barcodes, or Additional info for materials in bulk.

  • Updating Reorder points for materials in bulk.

  • Updating Default storage bins for products in bulk (this is only available for those on a Standard or higher plan).

  • Enabling batch tracking for materials in bulk. This feature is part of the Full Traceability add-on (automatically available for Professional plans).

The overwriting template and workflow in Katana are separate from the functionality of importing new materials and variants. Read more about adding new materials via spreadsheet.

Bulk updating materials and variants via import

  1. Navigate to Settings screen > Data import.

    Data import area in the settings screen

  2. Find Update existing materials and reorder points and select Download data.

    Download template for updating materials and reorders points

  3. A spreadsheet (XLSX format) with your existing Katana material data will download. This template includes a Katana ID column, which is used to match imported materials with those already existing in Katana.

  4. Make whatever changes you need to the material data in the spreadsheet.

  5. Import the XLSX file back into Katana by selecting Upload data next to Update existing materials and reorder points in Data import.

  6. Any data in the spreadsheet that has been will overwrite existing material data 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).

How import rules work

  1. Imported materials are matched to products in Katana though the Katana ID in the spreadsheet. This ID isn't visible in Katana and is only used to match products.

  2. Imported materials will be skipped if they're missing a Katana ID match in Katana.

  3. Any changes in the spreadsheet will update products in Katana, except for changes to the Material variant column. This column is only included in the spreadsheet for better identification purposes.

  4. If the material has multiple variants, changing the Material name in the spreadsheet for only one variant will not split the material variants into multiple material cards in Katana, but it will overwrite the material name for the original material.

  5. The Batch trackable? columns accept values "Yes", "yes", "Y", and "y". If the field is empty, the current setting for the item will not change. You cannot disable batch tracking for items in bulk if batch tracking is already enabled in Katana. Navigate to the product card in Katana to disable batch tracking for each item.

  6. If you have multiple Locations in Katana, the file will include multiple rows for each item variant in the file (one row for each Location). This is so you can update Reorder points for items using this file (as it's a Location-specific value in Katana).

  7. Updating material barcodes.
    This feature is available on a Standard or higher plan and this field is only displays in the template if you're using a higher plan.

    Supplier item code - Add or change supplier item barcodes to identify raw materials and purchasable products. Multiple barcode numbers are separated by a comma "," to your item variant as a supplier item code. Supplier item codes are imported if the supplier item code is switched on in the barcode settings.

    Internal barcode - Assign or change internal barcodes to track inventory movements. Barcode numbers can be between 3-40 digits. Internal barcodes are only imported if the internal barcode is switched on in the barcode settings.
    If internal barcodes are already generated automatically, then they won't be imported.

  8. If you change Default supplier to a supplier that has a different supplier currency, the default purchase prices of this item will be converted to the selected supplier's currency.

  9. Updating Default purchase prices for materials in bulk.

    1. Starter plan: the Purchase price is per purchase unit of measure and in your base currency.

    2. Standard, Professional, Professional Plus plans: the purchase price is per purchase unit of measure and in the currency of the default supplier of this item. The updated price values entered here are not converted anymore. Read here about purchase prices in foreign currency.

    Note. If you don't have a different purchase UoM set, the default purchase price is considered per tracking unit of measure.

  10. If you use multiple Locations in Katana, the file will include multiple rows for each item variant in the file (one row for each Location). This is so you can update Reorder points and Default storage bins for items with the file (as they are Location-specific values in Katana).
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  11. If you have multiple Locations in Katana and there are multiple rows for each item variant in the file, and you change product data (e.g. material name, category, default purchase price, batch tracking settings) on one row but not on the other, the values for the bottom row for this item variant in the file will be imported to Katana.

  12. Empty cells are ignored during import so they won't overwrite any existing Katana data, except for barcodes, where the empty cells overwrite the existing values. This enables deleting barcodes in bulk.


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