Learn how to set up Purchase order (PO) importing from Google Sheets to Katana via Make. If you'd like to learn more about Make, you can take a look at our Make integration overview.
Setting up the workflow from the Make template should take less than 15 minutes since most of the configurations are already pre-filled. To get started, you'll only need to connect your accounts and map the data out. The following walkthrough will go beyond a basic setup and is meant to give you more context in case you'd like to adjust it or troubleshoot problems.
TIP: you can also import suppliers in bulk from Google Sheets to Katana
Importing Purchase orders from Google Sheets to Katana:
Create a Google Sheets document containing at least the minimum header requirements are: PO number, Supplier, SKU, Quantity, Price per unit
Suppliers and item variants must exist in Katana before initiating this workflow.
You can always expand and customize the scenario to meet your individual needs.
Click Start guided setup to start a walkthrough of the steps.
Workflow steps
The predefined template will make the creation of your scenario much easier, but you can always expand and customize the scenario to meet your own individual needs. The guided setup process is explained in more detail below.
NOTE: add delays to a Make scenario to stay within API rate limits.
Read more about Make Tools.
The first step automatically pops up after creating a scenario. Set up the trigger for the workflow:
Add a new connection and follow the on-screen instructions to connect your Google account
Select the Spreadsheet ID where orders will be imported from
Select the Sheet Name
Click "OK" and the next step will pop up.
List suppliers
Select your Katana account
Match "Name" for the column that contains supplier names on your Google Sheet
List variants
Match "SKU" for SKU column in the Google Sheet
List Purchase orders
Match Order number for PO number from the corresponding column in Google Sheets
Setup a filter that checks if the Purchase order is already in Katana
Add text to the Label name suchas "If an order is not in Katana"
Map the condition again for Purchase order IDs from Katana
Set Basic Operators: Does not exist
Create a new Purchase order
Map Order Number to PO number from Watch New Rows on Google Sheets
Map Supplier ID to the ID of your Katana supplier
Choose the location from the list in the Location ID dropdown menu
Purchase order Rows
map Quantity to the column that contains quantity in the Google Sheets
map Price per Unit to the column with the unit's price in the Google Sheets
map Variant ID to the Google Sheet column with variants IDs info
choose Tax Rate ID from the list in the Tax Rate ID dropdown menu
Save the Purchase order ID info to a variable. Set "New PO ID" as the Variable Name and "Purchase order ID" from the "Katana – Create a Purchase order" module.
Setup a filter that checks if the Purchase order is already in Katana
Add something to the Label name, e.g. "PO in Katana"
Map the condition again to Purchase order ID from Katana
Set Basic Operators: Exists
Get the New Purchase order variant info from the variable that was saved. This is needed because the creation of a new Purchase order may not happen for every import, and is done in a separate path from the main one.
Set "New PO ID" as the searchable variable name.
Update existing Purchase order
Use a formula to determine if the matched or newly created Purchase order ID is used to map the Purchase order ID
Map Quantity with the column to quantity information from Google Sheets
Map Variant ID to Variant ID from Step 3 of the Katana module
Map Price per Unit to a column with the unit's price in your Google Sheets
Choose the Tax rate ID from the list of the Tax Rate ID dropdown menu
Run the whole setup once to make sure that everything works. Your workflow to import Purchase orders in bulk to Katana is ready 💃 To keep this workflow continuous, just set the Scenario to be Active. This way if you add new rows to the connected Google Sheet, those will be imported automatically to Katana.
It's possible to customize the workflow to your needs. Contact us for more details if you need help.