This is a guide for setting up the import of Sales Orders from Magento to Katana via Zapier. The steps to connect both Magento versions, 1 or 2, are mostly the same. The main difference is how the Magento account is connected to Zapier, more on that below.

You can use a similar approach for importing Sales Orders to Katana from other apps available on Zapier.

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

To start importing Sales Orders from Magento to Katana:

1. In your Zapier account, create a new Zap.

2. Enter a name for the Zap.

3. Choose a trigger:

- Find and select the Magento version you are using.

- Select a Trigger event: "New order". This will start the Zap every time a new order is created in Magento.

- Choose your Magento account and log in.

If you are using Magento 1, you also need to change configurations in the Magento admin panel. You can find step-by-step instructions for doing that in Zapier’s Magento 1 guide.

You can then test the trigger and continue.

4. Choose an action to find or create a customer:

- 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 Magento 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 in Magento. This is typically a unique identifier for the customer and we are going to use the e-mail address in this case.

- Select a Search Term. We are going to select "Customer Email" from Magento in this case.

- 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 Magento to respective fields in Katana.

You can now test the action and continue.

5. Create an action to create a sales order:

- Click on the "+" button at the end of your workflow.

- 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 “2. 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 Magento fields. There are many options to choose from, but “Increment ID” is matching the ID you see in the Magento admin panel.

We recommend using ID paired with the keyword “M-“. This will generate orders “M-1”, ”M-2”, etc., and will help to identify them from other orders.

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

- Choose “Created Date”. Choose a field from Magento which indicates the creation date of the sales order.

- Choose “Delivery Date”. 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 “Items Sku”, “Items Qty Ordered”, and “Items Price” columns from Magento to 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 Magento 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 Magento to Katana is now ready for turning on!

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