This is a guide for setting up the import of Sales orders from Salesforce to Katana via Zapier.

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

Importing orders from Salesforce requires you to set up a 6-step Zap. But don't worry, we've got you covered with a detailed setup guide.

Here's a quick overview of the required steps. We'll go through each of these in detail below.

Importing Sales orders from Salesforce to Katana

To start the process, create a new Zap and enter a name for the Zap in Zapier. Then follow the steps below.

1. Choose a trigger:

  • Find and select "Salesforce".

  • Select a Trigger event: "New record". This will start the Zap every time a new record is created in Salesforce. You can choose the record type in the next steps below.

  • Choose your Salesforce account and log in. Zapier has a getting started guide to help with the connection.

  • Select the object type for the trigger. We are going to choose “Order Product”. This is how sales order line items are called in Salesforce. We need to run Zapier import per each line item, otherwise, Salesforce is not able to send all the data from the order. Katana will group line items back into a single order based on the Order Number.

  • You can then test the trigger and continue. We recommend you rename this step to something meaningful like "Trigger on new Order Product in Salesforce" as there are several additional steps to come.

2. Create an action to find an order in Salesforce.

Information needed to import an order to Katana is scattered in 4 different objects in Salesforce - Order Product (previous step), Order, Product, and Account. We have to create 3 more steps to gather all the necessary information.

Choose an action to find an order in Salesforce:

  • Find and select the "Salesforce" app again.

  • Select action event “Find Record”. You can select the record type later.

  • Choose your Salesforce account.

  • Set up the action by choosing “Order” as the object type.

  • Select “Order ID” as the field to Search By.

  • Map the “Order ID” from the previous “Trigger on new Order Product in Salesforce” step. You can leave defaults for other options.

  • You can then test the action. You should see the order related to the line item. Rename the step to something meaningful like “Find Order in Salesforce” and continue.

3. We are going to repeat the same steps to create an action to find a product in Salesforce:

  • Find and select the "Salesforce" app

  • Select action event “Find Record”

  • Choose your Salesforce account

  • Set up the action by choosing “Product” as the object type

  • Select “Product ID” as the field to Search By

  • Map the “Product2 ID” from the first “Trigger on new Order Product in Salesforce” step. You can leave defaults for other options

  • You can then test the action. You should see the product related to the line item. Rename the step to something meaningful like “Find Product in Salesforce” and continue.

4. We are going to repeat the same steps once more to create an action to find an account in Salesforce:

  • Find and select the "Salesforce" app

  • Select action event “Find Record”

  • Choose your Salesforce account

  • Set up the action by choosing “Account” as the object type

  • Select “Account ID” as the field to search by

  • Map the “Account ID” from the “Find Order in Salesforce” step. You can leave defaults for other options

  • You can then test the action. You should see the account related to the line item. Rename the step to something meaningful like “Find Account in Salesforce” and continue.

5. Choose an action to find or create a customer in Katana:

  • Find and select "Katana".

  • Select an Action Event: we recommend selecting "Find customer" as the first action. This will enable you to match customers in Salesforce to your customers in Katana and avoid creating duplicates.

  • Choose your Katana account and log in.

  • Select a “Search By” field. This is a field in Katana that is used for matching to the customer from the order. This is typically a unique identifier for the customer and we are going to use the name in this case.

  • Select a Search Term. We are going to select "Name" from the account that we matched in the 4th step "Find Account in Salesforce" above.

  • If you wish to create new customers in Katana if a matching e-mail does not already exist, enable "Create Katana MRP Customer if it doesn't exist yet". Then map the fields from Salesforce to respective fields in Katana.

  • You can now test the action and continue.

6. Create an action to create a sales order in Katana:

- Find and select "Katana".

- Select an Action Event: "Create Sales Order".

  • Choose your Katana account and log in.

  • To fill the “Customer ID”, go to "Custom", then “5. Find or Create Customer in Katana MRP” and select "ID" from the Katana section.

Important! Zapier expects Katana Customer ID to be inserted here. Katana ID was matched or created in the previous step “Find or Create Customer”.

  • As an Order Number, choose an appropriate identifier from Salesforce fields. We recommend using “Order Number” from the 2nd step "Find Order in Salesforce" paired with the keyword “SF-“. This will generate orders “SF-00000100”, ”SF-00000200”, etc., which will help you to easily identify Salesforce orders in Katana.

  • Choose a Katana Location to which you wish to send all sales orders from Salesforce with this Zap. Clicking on the Location field will display the list of all existing Locations on your chosen Katana account.

  • Choose a “Created Date”. Choose a field from Salesforce which indicates the creation date of the sales order. You will find it from the results of the 2nd step “Find Order in Katana".

  • Choose a “Delivery Date”. There is no appropriate field available in Salesforce. You can leave it empty and let Katana calculate it based on your default delivery settings or create your own calculation based on “Created Date”.

  • Choose the Variant Sku - it can be the “Stock Keeping Unit”, “Product Code” or some other relevant field in Salesforce.

  • Choose “Quantity”, and “Unit Price” columns from Salesforce to the respective fields in Zapier.


    Important! The Variant SKU for an item on a Sales Order line must already exist in Katana. If the Variant SKU does not yet exist in Katana, then the sales order (line) will not be imported to Katana. New items cannot be created in Katana via Zapier.

  • Choose a Tax Rate ID. You cannot map a Tax Rate from Salesforce to a Tax rate in Katana at a sales order or sales order line item level (if you have taxes enabled for your product). All sales orders and line items will be assigned the same chosen tax rate (from the list that includes all existing tax rates in Katana).

  • Continue and test the action.

Your Zap for importing Sales orders from Salesforce to Katana is now ready for turning on!

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