This is a guide for setting up the import of Sales orders from Etsy to Katana via Make (ex Integromat). The workflow will also import customers and products in case they are missing from Katana. You can use a similar approach for importing Sales orders to Katana from other apps available on Make. Contact us if you need any help.
To complete the workflow, you can also set up syncing fulfillment status from Etsy to Katana.
If you want to learn more about Make, check our Make integration overview.
Note: Setting up the workflow based on the Make 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 it or troubleshoot problems.
To start importing Sales orders from Etsy to Katana:
1. Open the Make 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. Set up the trigger for the workflow:
- Add a new connection and follow the on-screen instructions to connect your Etsy account.
- Select the shop where orders will be imported from.
- Select to watch "New Shop Receipts".
- Click "Continue" and the next step will pop up.
4. Search for the default sales tax rate in Katana that will be used when creating Sales Orders in Katana:
- Add a new connection and follow the on-screen instructions to connect your Katana account.
- Select "Yes" for "Is default Sales"
Important: Make sure you have the default sales tax configured in Katana. Otherwise, the scenario will fail.
5. Find a matching customer in Katana. Select your Katana account and map the "Buyer Email" to search by email.
6. If a matching customer 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 customer is only added when a match was not found. Select "Customer ID" from "List Customers" module and "Does not exist" as the condition.
7. Configure how new customers will be created to Katana:
- Select your Katana account.
- Map "Name" from "Etsy - Watch Shop Receipts" module as a customer Name.
- Map "Buyer Email" from "Etsy - Watch Shop Receipts" module as customer Email.
- Map customer phone number or any additional fields that you want to appear 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.
9. Back to the main path. After finding a matching customer from Katana (or creating a new one), we need to iterate through each Etsy transaction to match them with Katana product variants. Select "Transactions" from "Etsy - Watch Shop Receipts" module.
10. Find a matching product variant in Katana by SKU. Select your Katana account and map the "Product Data: Sku" from "Iterator" module.
11. If the matching variant is not found in Katana, a new product will be created. For that, we're going to add a filter that makes sure a new product is only added 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", "Not equal to" and "product" as the second condition. This is needed because only variants of product type can be added to Sales Order.
12. Configure how new products will be created in Katana:
- Select your Katana account.
- Map "Title" from "Iterator" module as Name of the product.
- Map "Product Data: Sku" and "Price" from "Iterator" module as SKU and default Sales Price of the Variant.
13. Save the 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.
14. 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 than the main one. Set "New Katana Product Variant ID" as the searchable variable name.
15. Combine the iterated transactions back together into sales order rows:
- 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.
- Map "Tax Rate ID" from "Katana - List Tax Rates" module as the Tax Rate ID used for Sales Order Rows.
16. 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.
17. Configure how the Sales Orders are imported into Katana:
- Select your Katana account.
- Map "Receipt ID" from "Etsy - Watch Shop Receipts" module as Order Number.
- 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 "Creation TSZ" from "Etsy - Watch Shop Receipts" module as Order Created Date. You can also choose to map Delivery Date from Etsy if you don't want to use Katana default.
- Select the Katana location where to import orders to.
- If you want to import any other custom information, map that to Additional Info.
18. Your workflow is ready! Run once to make sure that everything works.
19. Schedule the workflow to run at an interval of your choosing. Etsy does not support real-time data flow.
Your scenario for importing Sales Orders from Etsy to Katana is now ready!
It's possible to customize the workflow to your needs. Contact us for more details if you need help.
To complete the workflow, you can also set up syncing fulfillment status from Etsy to Katana.