You can update data for materials and variants already existing in Katana in bulk via spreadsheet (XLSX) import.
The most typical use cases include:
- Importing Variant codes (SKU) to existing materials in Katana. If you have a long list of materials without Variant codes in Katana, it might be more efficient to generate the codes in the spreadsheet and upload them into Katana than entering Variant codes manually directly 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.
- Enabling batch tracking for materials in bulk. This is an Advanced and higher plan feature and is only available if you are using a higher plan.
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.
How to bulk update data for existing materials and variants via import?
1. Navigate to "Settings" -> "Data import" in Katana.
2. Find the "Update existing materials and reorder points" section and select "Download data".
3. A spreadsheet (XLSX format) with all your existing Katana material data will be downloaded. This template includes a "Katana ID" column, which we will use for matching the imported materials with materials existing in Katana.
4. Make the preferred changes to material data in the spreadsheet.
5. Import the XLSX file back into Katana by selecting "Upload data" next to the "Update existing materials and reorder points" in the "Data import" section.
6. Updated data in the spreadsheet 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).
Which rules are applied to the import?
1. Imported materials are matched to existing materials 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 materials.
2. Imported materials with no "Katana ID" match in Katana will be skipped during import.
3. Any changes to any columns in the spreadsheet will update the respective data for materials in Katana. The only exception is the "Material variant" column, which is included in the spreadsheet for better identification purposes for the user (changes to this column will not overwrite any data in Katana).
4. If the material has multiple variants, then changing the "Material name" in the spreadsheet for only one variant will not split the material variants into multiple material cards in Katana, but will overwrite the material name for the original material.
5. The "Batch trackable?" columns accept values "Yes", "yes", "Y", "y". If the field is left empty, the current batch tracking setting for the item will not be changed. You cannot disable batch tracking for items in bulk for which the batch tracking is already enabled in Katana. Navigate to the material card in Katana to disable batch tracking for each item.
6. If you have multiple Locations in Katana, then the file will include multiple rows for each item variant in the file (one row for each Location). This is because you can also update your Reorder Points for items with this file, which is a Location-specific value in Katana.
7. Updating the material barcodes.
This is an Advanced or above feature and this field is only available in the template when you are using a higher plan (read more about upgrading).
Supplier item code - you can add or change one or multiple supplier item barcodes to identify raw materials and purchasable products. Multiple barcode numbers have to be separated by a comma "," to your item variant as a supplier item code. Supplier item codes are imported only when the supplier item code is switched on in barcode settings.
Internal barcode - you can assign or change internal barcode to track your inventory movements. The barcode number has to be between 3-40 digits.
Internal barcode is imported only when the internal barcode is switched on in the barcode settings.
If the internal barcodes are generated automatically, the internal barcodes are not imported.
8. If you change Default Supplier to a supplier that has a different supplier currency then the default purchase prices of this item will also be converted to the selected supplier's currency.
9. Updating Purchase prices for materials in bulk.
Essential subscription: the purchase price is per purchase unit of measure and in your base currency.
Advanced, Professional, Enterprise subscription: 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 do not have a different purchase UoM set, then the default purchase price is considered per tracking unit of measure.
10. If you have multiple Locations in Katana and there are multiple rows for each item variant in the file, and you change material data (e.g. material name, category, default purchase price, batch tracking settings) on one row but not on the other, then the values for the bottom row for this item variant in the file will be imported to Katana.
11. Empty cells are ignored during import. Existing data in Katana will not be overwritten with blank values.
Except for barcodes, where the empty cells overwrite the existing values. This enables deleting barcodes in bulk.