Update existing products and variants through spreadsheet bulk importing. This article explains how to prepare and upload data for bulk modifications like updating SKU codes, product names, categories, and default sales prices. It provides a streamlined approach to managing large volumes of product data efficiently.
Common use cases for bulk updating
You can perform the following updates using the import feature:
Assign variant codes (SKUs): If your products lack SKUs, generate them in a spreadsheet and import them into Katana.
Update product details: Modify product names, categories, default sales prices, barcodes, and additional information in bulk.
Adjust safety stock levels: Set or update safety stock levels for multiple products simultaneously.
Define default storage bins: Specify default storage bins for products (available on Standard and higher plans).
Enable tracking: Activate serial number or batch tracking for products (requires the Full Traceability add-on, available on Professional plans).
Set default suppliers and purchase prices: Assign default suppliers and purchase prices for purchasable products.
Note: This process is distinct from adding new products and variants. For adding new items, refer to the guide on importing new products.
Steps to bulk update existing products
Download the current product data:
Navigate to Settings > Data import in Katana.
Under Update existing products and safety stock levels, click on Download data.
An
.xlsxfile containing your current product data will be downloaded.
Edit the spreadsheet:
Open the downloaded file in your preferred spreadsheet editor.
Make the necessary changes to the product data.
Ensure that you do not alter the Katana ID column, as it is used to match the products during import.
Save the updated file:
After making your changes, save the file in
.xlsor.xlsxformat.
Import the updated data:
Return to Settings > Data import in Katana.
Under Update existing products and safety stock levels, click on Upload data.
Select and upload your updated spreadsheet.
Note: Only active (non-archived) products are included in the download and can be updated through this process.
Important import rules and considerations
Katana ID matching:
Each product in the spreadsheet includes a unique Katana ID used to match and update existing products.
Products without a matching Katana ID will be skipped during import.
Immutable fields:
The Product variant column is included for identification purposes only and cannot be updated via import.
Mandatory fields:
Ensure that at least one of the following columns is marked as "Yes", "Y", or "yes": Sell?, Make?, or Buy?.
Rows without a positive value in any of these columns will be skipped.
Product tracking settings:
In the Product tracking? column, you can enable tracking by entering:
"batch" for batch tracking
"serial" for serial number tracking
"no" or "none" to disable tracking
These values are case-insensitive.
Consistent product naming:
If a product has multiple variants, changing the Product name for only one variant will update the name for all variants under that product.
Barcode updates:
Updating product barcodes is available on Standard and higher plans.
The relevant fields will appear in the template if your plan supports this feature.
Default supplier:
If you change the Default supplier to a supplier with a different supplier currency, the default purchase prices of this item will be converted to the new supplier's currency.
Default purchase price updates:
Starter plan: purchase price is per purchase unit of measure and in your base currency.
Standard, Professional, Professional Plus plans: purchase price is per purchase unit of measure and in the currency of the default supplier of the item. Updated price values entered here are not converted anymore. Read here about purchase prices in foreign currency.
Multiple locations:
If you have multiple locations in Katana, the file will include multiple rows for each item variant (one row for each location), so you can update safety stock levels and default storage bins for items.
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. product name, category, default sales or purchase price, serial number/batch tracking settings) on one row but not on the other, the values for the bottom row of this item variant in the file will be imported.
Note: Empty cells are ignored during import and won't overwrite existing data, except barcodes. This allows you to delete barcodes in bulk.
Tips for a smooth import process
Using Mac:
Open the spreadsheet in Numbers.
Navigate to File > Export To > Excel... to save the file in
.xlsxformat.
Using Google Sheets:
Open the spreadsheet in Google Sheets.
Go to File > Download > Microsoft Excel (.xlsx) to save the file.
Data integrity:
Avoid altering the Katana ID column to ensure accurate matching during import.
Double-check for any formatting issues or invalid data entries that might cause import errors.
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