Katana x WooCommerce integration pulls all open Sales Orders from WooCommerce to Katana and syncs the fulfillment status two-ways.

  1. Syncing Sales Orders from WooCommerce to Katana

  2. Syncing fulfillment statuses two-ways

Syncing Sales Orders from WooCommerce to Katana

After the initial connection, all your existing open Sales Orders will be synced from WooCommerce to Katana. Later, when a new Sales Order is created in WooCommerce, it will be automatically pulled to Katana.

  • Only Sales Orders with "Processing" status will be imported from WooCommerce.

  • Sales Orders with any other status (e.g. "Payment pending", "On hold", "Completed", "Cancelled") will not be synced from WooCommerce.

  • Advanced, Professional, and Enterprise plans only: If your Sales Orders are in foreign currencies, then Katana will import your orders in the currencies that are in WooCommerce and will convert order totals to Katana base currency. Read more about multi-currency.

Sales Order 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 not available in WooCommerce, thus Katana default value of "Created date + 14 Days" is used in Katana.

Customer

Customer name

If the customer already exists in Katana, then the customer is matched. If the customer does not yet exist, a new customer is created in Katana. Read more

Line item

Line item

If the product already exists in Katana, then the product is matched. If the product does not yet exist, a new product is created in Katana. Read more

Qty

Quantity

-

Cost

Price per unit

If taxes are included in WooCommerce price then: Katana Price per unit = WooCommerce (Cost - discount amount)/(1+ tax rate).
If taxes are not included in WooCommerce price then: Katana Price per unit = WooCommerce (Cost - discount amount).

Tax rate

Tax %

-

Currency

Currency

Advanced, Professional, and Enterprise plans only. Read more

Billing address

Bill to

-

Shipping address

Ship to

-

When a Sales Order 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 Sales Order is not synced

Editing data in either WooCommerce or Katana for a Sales Order that has already been synced does not reflect in the other system. Any changes to the customer, sales order number, dates or lines items are not synced. This does not apply to the fulfillment status, please see below.

Deleting Sales Orders in either Katana or WooCommerce does not delete the Sales Order automatically in the other system.

Syncing fulfillment statuses two-ways

Fulfillment statuses are synced two-ways between Katana and WooCommerce:

  • When the Delivery status for a Sales Order is changed to "Delivered" in Katana, the fulfillment status in WooCommerce will change to "Completed".

  • When the fulfillment status for a Sales Order is changed to "Completed" in WooCommerce, the Delivery status in Katana will change to "Delivered".

  • When fulfillment is initiated from the WooCommerce side and you have batch trackable items on the Sales order, batches are automatically assigned to your order using 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.

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