Efficiently importing materials and their variants into Katana ensures accurate inventory management and streamlined production processes. This guide provides step-by-step instructions for seamlessly adding new materials and variants using Katana's import template.
If you already have materials in Katana, the imported file matches items by Variant code / SKU to avoid importing existing materials (matching items will not update, since they'll be skipped during import). If you want to update materials, use the Update existing materials template.
Note: While products can be imported directly from an ecommerce platform, materials are typically not listed in e-stores. Materials need to be added manually into Katana or imported via a spreadsheet.
Preparing your import file
Download the import template:
Navigate to Settings > Data import > Add new materials.
Click on Download Template to obtain the Excel (.xlsx) file.
Fill in the template:
Open the downloaded template.
Each row represents a material variant.
Use the Material name field to group variants under the same material.
Define variant attributes using Variant option 1, Variant value 1, etc.
Ensure all required fields are completed.
Save the completed template:
After entering all necessary information, save the file in
.xlsor.xlsxformat.
Importing the data into Katana
Access the Data import section:
In Katana, go to Settings > Data import.
Upload the completed template:
Under Add new materials, click on Upload data.
Select your completed template file for upload.
Review import results:
The import process may take a few minutes, depending on the number of items.
Upon completion, a message will indicate how many items were successfully imported.
Tips for a successful import
Ensure column headers match:
Column names in your template must exactly match those in the provided template.
Mismatched headers can lead to import failures or missing data.
Creating material variants:
To create variants, use the same Material name for each variant row.
Differentiate variants using Variant option and Variant value fields.
Example: For a material "Cloth" available in "White" and "Black":
Row 1: Material name: "Cloth", Variant option 1: "Color", Variant value 1: "White"
Row 2: Material name: "Cloth", Variant option 1: "Color", Variant value 1: "Black"
Adding variants to existing materials:
To add new variants to an existing material, ensure the Material name in the template matches exactly with the existing material in Katana.
Required fields:
At a minimum, the following field must be filled:
Material name
Purchase unit of measure (UoM) and conversion rate:
If you purchase materials in a different unit than you track in inventory, specify the Purchase UoM and provide a Conversion Rate to your tracking UoM.
Example: If you buy items in boxes, each containing 100 units, enter "Box" as the Purchase UoM and "100" as the Conversion Rate.
Additional info:
This field is stored on the material card and applies to all variants of the material.
Ensure consistency across all variants for this field.
Troubleshooting common issues
Import failures:
If a field in the imported file doesn't meet the required format (e.g., incorrect column names or invalid data types), the specific field will not be imported, and the corresponding item's field will remain blank in Katana.
Duplicate entries:
If a variant with the same Variant code / SKU already exists in Katana, the import will skip that entry to prevent duplication.
Missing required fields:
Rows missing mandatory fields like Material name will not be imported.
Additional importing info
Category - All variants of the same material should have the same category. (Max. 35 characters allowed)
Unit of measure - All variants of the same material should have the same unit of measure. (Max. 7 characters allowed)
Batch trackable? - Enable batch tracking for your materials by entering "Y", "y", "Yes" or "yes" to the column. If the field is left empty, the item will be set as not batch trackable. Batch tracking is an item-level feature, not a variant-level setting. We recommend using the same setting for all the variants of the same material item.
Note: This is part of the Full traceability add-on and the field only shows in the template if you're on a higher plan.
Sell? - If you want to enable selling for materials, enter "Y", "y", "Yes" or "yes" to the column.
Supplier item code - Assign one or multiple 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 only when the supplier item code is switched on in barcode settings.
Note: Only available on a Standard or higher plan, and this field only displays in the template if you're using a higher plan.
Internal barcode—Assign one unique internal barcode to track your inventory movements. The barcode number must be between 3 and 40 digits. The internal barcode is only imported if it is switched on in the barcode settings.
If internal barcodes are generated automatically, the barcodes are not imported.
This is only available on a Standard or higher plan, and this field only displays in the template if you're using a higher plan.
Note: if you need to import internal barcodes, but still want to generate barcodes automatically, switch off automatic barcode generation, import internal barcodes, and switch automatic barcode generation back on.
Default supplier - The material supplier that is added to purchase orders (PO) in Katana by default. This can be edited on each PO. All variants of the same material should have the same default supplier.
Default purchase price - Maximum of 9 decimal places allowed.
Starter plan: Value is per unit of measure and in your base currency. You can set the base currency inside the Settings screen > General.
Standard, Professional, Professional Plus plans: Value is per unit of measure and in your supplier currency, by default supplier currency is your base currency. Read here about purchase prices in foreign currency.
Purchase UoM - Fill this in if you buy this material in a different unit of measure then you track your inventory.
Note: If you enter a purchase UoM, then the value in the "Default purchase price" is also considered in this purchase unit of measure.
Conversion rate - Fill this in if you have filled the Purchase UoM field. It's the conversion rate of the purchase UoM to the tracking UoM. For example: in case you buy the item from a supplier in boxes, each box is 100 items, then enter '100' as the conversion rate here.
Note: If you enter purchase UoM and do not specify the conversion rate or vice versa, then both values are not imported.
Additional info - This info is stored on the material card (the same info for all variants of the material). All variants of the same material should have the same additional info.
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