You can update data for products and variants already existing in Katana in bulk via spreadsheet (XLSX) import.
The most typical use cases include:
- Importing Variant codes (SKU) to existing products in Katana. If you have a long list of products without Variant codes in Katana, it might be more efficient to generate the SKU codes in the spreadsheet and upload them into Katana than entering Variant codes manually directly into Katana.
- Updating Product names, Categories, Default Sales Prices, Barcodes, or Additional info for products in bulk.
- Updating Reorder Points for products in bulk.
- Enabling batch tracking for products in bulk. This is an Advanced or higher plan feature and is only available if you are using a higher plan.
- Updating Default Suppliers and Purchase Prices for purchasable products in bulk.
The overwriting template and workflow in Katana are separate from the functionality of adding new products and variants. Read more about adding new products and variants via spreadsheet.
How to bulk update data for existing products via import?
1. Navigate to "Settings" -> "Data import" in Katana.
2. Find the "Update existing products and reorder points" section and select "Download data".
3. A spreadsheet (XLSX format) with all your existing Katana product data will be downloaded. This template includes a "Katana ID" column, which we will use for matching the imported products with products existing in Katana.
4. Make the preferred changes to product data in the spreadsheet.
5. Import the XLSX file back into Katana by selecting "Upload data" next to the "Update existing products and reorder points" in the "Data import" section.
6. Updated data in the spreadsheet will overwrite existing product 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 products are matched to existing products in Katana by "Katana ID" included in the spreadsheet. This ID is not visible to the user inside of Katana user interface, it's a value purely used for matching the products.
2. Imported products 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 products in Katana. The only exception is the "Product variant" column, changes to which will not update any data in Katana. This column is included in the spreadsheet only for better identification purposes for the user.
4. The "Make?" and "Buy?" columns accept values "Yes", "yes", "Y", "y", "No", "no", "N" and "n". At least one of those columns must include a positive answer, otherwise, the row will be skipped during import.
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 product card in Katana to disable batch tracking for each item.
6. If a product has multiple variants, then changing the "Product name" in the spreadsheet for only one variant will not split the product variants into multiple product cards in Katana, but will overwrite the product name for the original product.
7. Updating the product barcodes.
This is an Advanced or higher feature and this field is only available in the template when you are using a higher plan.
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 the 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.
Registered barcode - you can assign or change one registered barcode to your retail products. The registered barcode number has to be between 3-140 digits.
The registered barcode is imported only when the registered barcode is switched on in the barcode settings.
8. If you change Default Supplier to a supplier that has a different supplier currency then the default purchase prices of this item will be converted to the selected supplier's currency.
9. Updating Default Purchase Prices for purchasable products 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, 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.
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. product name, category, default sales or 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.
12. 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.