This is a guide for setting up the import of sales orders from Wix to Katana via Integromat. Here's how it works:

- All new sales orders will be imported from Wix to Katana.

- Products, customers, and tax rates on sales orders will be matched to existing products, customers, and tax rates in Katana. A new product, customer, or tax rate will be created in case it does not exist in Katana.

- This workflow automation imports sales orders to a single Katana location selected in the set-up. You can come back to create a custom routing for different locations after completing the initial set-up.

You can use a similar approach for importing sales orders to Katana from other apps available on Integromat. Contact us if you need any help.

If you want to learn more about Integromat, check our Integromat integration overview.

Note: Setting up the workflow based on the Integromat template takes less than 15 minutes. Most of the configurations are already prefilled, you just need to connect your accounts. The walkthrough in this article is lengthy because it is meant to give you further context in case you want to adjust the workflow or troubleshoot problems.

To start importing sales orders from Wix to Katana:

1. Open the Integromat template. Of course, you can always expand and customize the scenario to meet your own individual needs.

2. Create a new scenario from the template. You will be walked through all the necessary steps.

3. The first step will automatically pop up after creating the scenario. Add a new webhook as the trigger for the workflow:

- Add a new connection and follow the on-screen instructions to connect your Wix account to Integromat. You need to create an app in Wix for this purpose. In case you need help, Integromat has a step-by-step guide for creating the initial connection. After the connection has been established, copy the webhook address.

- Add a webhook to your app in Wix. In Wix Development Center, navigate to Webhooks and click +Add Webhook.

- Select the Wix Stores option from the API Category drop-down menu.

- Select the New order event and fill the Callback URL with the webhook address that was generated when connecting your Wix account to Integromat.

- Go back to Integromat setup, click Continue, and the next step will pop up.

4. Get all order properties from Wix:

- Select your Wix account.

- Map Order ID from Wix - Watch Orders module.

5. Find a matching customer in Katana. Select or add your Katana account and map Buyer Info: Email from Wix - Get an Order module to search by email.

6. If a matching customer is not found in Katana, a new one will be created. For this purpose, we're going to add a filter that makes sure a new customer is only added when a match was not found. Map Customer ID from Katana - List Customers module and Does not exist as the condition.

7. Configure how new customers will be created in Katana:

- Select your Katana account.

- Map Buyer Info: First Name and Buyer Info: Last Name (with a space between them) from Wix - Get an Order module as a customer Name.

- Map Buyer Info: Email from Wix - Get an Order module as customer Email.

- Map Buyer Info: Phone from Wix - Get an Order module as customer Phone.

- You can map other additional fields into the comment section in Katana.

8. Save the customer info to a variable. Set New Katana Customer ID as Variable name and Customer ID from Katana - Create a Customer module as Variable value.

9. Back to the main path. After finding a matching customer from Katana (or creating a new one), we need to iterate through each Wix line item to match them with Katana product variants and Katana tax rates. Select Line Items[] from Wix - Get an Order module.

10. Find a matching tax rate in Katana:

- Select your Katana account

- Use the pre-filled formula to calculate the rate that was applied on the line item. The formula takes into account whether the tax is included in the sales price or not.

- Limit the matching to tax rates that imported from Wix. This ensures that another rate with same % is not matched to a line item by mistake.

11. If a matching tax rate is not found in Katana, a new one will be created. For that, we're going to add a filter that makes sure a new tax rate is only added when a match was not found. Map Tax Rate ID from Katana - List Tax Rates module and Does not exist as the condition.

12. Configure how new tax rates will be created in Katana by selecting your Katana account and using the same pre-filled formula to calculate the rate.

13. Save the tax rate info to a variable. Set New Katana Tax ID as Variable name and Tax Rate ID from Katana - Create a Tax Rate module as Variable value.

14. Back to the main path again. Get the tax rate info from the variable that was saved in the previous step. This is needed because tax rate creation might not happen at every import and is done in a separate path from the main one. Set New Katana Tax ID as the searchable Variable name.

15. Find a matching product variant in Katana by SKU. Select your Katana account and map Sku from the Iterator module (this is the step where we go through each line item).

16. If a matching product variant is not found in Katana, a new product with a single variant will be created. For that, we're going to add a filter that makes sure a new product is added only when a match was not found:

- Select Variant ID from Katana - List Variants module and Does not exist as the first condition.

- Select Type from Katana - List Variants module, Not equal to and product as the second condition. This is needed because only product variants (not material variants) can be added to a sales order.

17. Configure how new products will be created in Katana:

- Select your Katana account.

- Map Name from Iterator module (Wix line item) as Name of the product.

- Map Sku and Price from Iterator module as SKU and default Sales Price of the variant.

18. Save the product variant info to a variable. Set New Katana Product Variant ID as Variable name and Variants[1]: Variant ID from Katana - Create a Product module as Variable value.

19. Back to the main path again. Get the product variant info from the variable that was saved in the previous step. This is needed because product creation might not happen at every import and is done in a separate path from the main one. Set New Katana Product Variant ID as the searchable Variable name.

20. Combine the line items back together into sales order rows that fit Katana sales order:

- Select Iterator as Source Module.

- Select Sales Order Rows as Target structure type. This means that the workflow is going to analyze which fields are necessary for Katana and create a mapping for them.

- Map Quantity from Iterator module as Sales Order Row Quantity.

- Use a formula to determine if the matched or newly created product variant is used to map the Variant ID.

- Map Price from Iterator module as Sales Order Row Price per Unit.

- Use a formula to determine if the matched or newly created tax rate is used to map the Tax Rate ID.

21. Get the customer info from the variable that was saved earlier. This is needed because customer creation might not happen at every import and is done in a separate path from the main one. Set New Katana Customer ID as the searchable Variable name.

22. Configure how the sales orders are imported into Katana:

- Select your Katana account.

- Map Number from Wix - Get an Order module as Order Number. It's recommended to add the prefix "WIX-.." to all Wix orders so that it would be easier to identify them in Katana.

- Use a formula to determine if the matched or newly created customer is used to map the Customer ID.

- Map Array[] from Array Aggregator module as Sales Order Rows.

- Map Date Created from Wix - Get an Order module as Order Created Date. You can also choose to map Delivery Date from Wix if you don't want to use Katana default.

- Select the Katana location where to import orders to. You can select to import all orders to the same location or create a formula that maps each order into a separate location.

- If you want to import any other custom information, map that to the Additional Info field.

23. Your workflow is ready! Run once to make sure that everything works.

24. Schedule the workflow to run immediately as soon as new orders get created.

Your scenario for importing sales orders from Wix to Katana is now ready!

It's possible to customize the workflow to your needs. Contact us for more details if you need help.

Did this answer your question?