Katana's WooCommerce integration pulls all open Sales orders (SO) from WooCommerce to Katana and establishes a two-way sync for fulfillment statuses.
Syncing Sales orders from WooCommerce to Katana
After the initial connection, all existing open Sales orders will sync from WooCommerce to Katana and when a new SO is created in WooCommerce, it will be automatically pulled into Katana.
Only Sales orders in the Processing status will import from WooCommerce.
Sales orders with other statuses (e.g. Payment pending, On hold, Completed, Cancelled) will not sync from WooCommerce.
Standard, Professional, and Professional Plus plans only: If your Sales orders are in foreign currencies, Katana will import your orders in the currencies that are in WooCommerce and convert order totals to Katana's base currency. Read more about multi-currency.
SO data from WooCommerce is imported to Katana data fields as follows:
WooCommerce | Katana | Comments |
Order # | Sales order # | - |
Date created | Created date | - |
- | Delivery date | Delivery date is unavailable in WooCommerce, thus Katana default value of Created date + 14 Days is used in Katana. |
Customer | Customer name | If a customer already exists in Katana, then it is matched. If the customer doesn't exist, a new customer is created in Katana. Read more |
Line item | Line item | If a product already exists in Katana, then it is matched. If the product doesn't exist, a new product is created in Katana. Read more |
Qty | Quantity | - |
Cost | Price per unit | If taxes are included in the WooCommerce price: Katana Price per unit = WooCommerce Price /(1+ tax rate). |
Tax rate | Tax % | - |
Currency | Currency | Standard, Professional, and Professional Plus plans only. Read more |
Discount on line item, promotions, discount on sales order | Discount % | If there are promotions applied at the order's basket level, such as "$10 off the order", "buy 2 get 1 free", etc., the amount discounted on the order will be allocated proportionally between the products on the sales order.
In Katana, the amount discounted is represented as a percentage. Read more about discounts |
Billing address | Bill to | - |
Shipping address | Ship to | - |
Discounts on line Woocmmerce orders:
Note: Katana only officially supports native coupon functionality which you can read more about this here: Woocommerce site. Woocommerce supports thousands of plugins and any discounts applied by 3rd party plugin is not officially supported so the final experience may differ from expectations. If you experience any issues with discounts in Woocommerce please try disabling any plugins that handle promotions or discounts.
When a SO is pulled from WooCommerce to Katana, a WooCommerce ID (hidden from the user) is added to the order in Katana for future identification. This way we make sure that we do not import the same order more than once. Even if you delete an order in Katana that was imported from WooCommerce, Katana will not import this order again in the future.
Editing or deleting a SO is not synced
Editing data in either WooCommerce or Katana for a SO that has already synced will not reflect in the other system. Any changes to the customer, sales order number, dates, or line items are not synced. This does not apply to the fulfillment status, please see below.
Deleting a SO in either Katana or WooCommerce does not delete the SO automatically in the other system.
Two-way fulfillment status syncing
Fulfillment statuses sync two-way between Katana and WooCommerce:
When the Delivery status for a SO is changed to Delivered in Katana, the fulfillment status in WooCommerce will change to "Completed". Please note that the Partially Delivered status doesn't sync with WooCommerce. The order status will sync to WooCommerce when it reaches Delivered.
When the fulfillment status for a SO changes to "Completed" in WooCommerce, the Delivery status in Katana will change to Delivered.
For now, Katana doesn't support partial delivery for 3rd-party extension apps available for WooCommerce.
When fulfillment is initiated from WooCommerce and you have batch trackable items on the Sales order, batches are automatically assigned to your order using the FIFO (first in first out) method. See more here.
Sales order sync if there are multiple locations in Katana
If you have created multiple locations in Katana your WooCommerce store is mapped to a location in the integration configuration. Your orders from WooCommerce are imported to the defined Katana location. Read more
Sales order sync if multiple WooCommerce stores are connected to Katana
If you have connected more than one WooCommerce store to Katana, you can map these to the same or different Katana locations. Orders and inventory levels are synced between these mapped locations and stores. Read more
If you do not have multiple locations in Katana or if you map multiple WooCommerce stores to the same Katana location, the integration works exactly in the same way for each store. Sales order sync, product and customer import and matching, and stock sync work identically for all stores. For example, if the same product (i.e. same SKU code) exists at multiple stores, then the stock levels would be synced from Katana to all the WooCommerce stores that include that product.