Easily import purchase orders (POs) from Google Sheets into Katana using Make. This setup saves time by automating bulk PO creation and updates.
Before you start
Create a Google Sheet with at least these headers:
PO number
Supplier
SKU
Quantity
Price per unit
Ensure suppliers and item variants already exist in Katana (otherwise the import will fail).
Open the predefined Make template — most settings are already pre-filled, so setup should take less than 15 minutes.
You can also import suppliers in bulk from Google Sheets using a similar workflow.
Set up the automation
Step 1: Connect Google Sheets
Click Open scenario builder
Choose Google Sheets.
Select Watch New Rows.
Click on Create a Connection.
Choose a name for the connection and log in to your Google account.
Select the Spreadsheet ID where your POs are stored.
Choose the correct Sheet name.
Click Save and choose where to start, and click Save again.
Step 2: Map Katana data
Suppliers
Add another module and select Katana.
Search for and click on List Customers.
Add any necessary details and click Save.
Variants
Add another module, select Katana, and click on List Variants.
Match the SKU column in Google Sheets to SKUs in Katana and click Save.
Purchase orders
Add another module, select Katana, and click on List Purchase Orders.
Match Order number to the PO number column in Google Sheets.
Step 3: Check for existing POs
Add a filter to avoid duplicates:
Add another module and search for and click on Router.
Click on the top (1st) dotted line to create a filter
Add text to the Label name, such as "If an order is not in Katana"
Map the condition again for Purchase order IDs from Katana
Set Basic Operators: Does not exist
Example:
Step 4: Create a new PO
You'll see the automation break into 2 branches, click on the '+' of the top one.
Select Katana, search Create a Purchase Order, and select the option.
Map Order number to the Google Sheets PO number.
Map Supplier ID to the supplier column.
Select a Location ID from your Katana account.
For order rows:
Quantity → match to Google Sheets quantity column
Price per unit → match to unit price column
Variant ID → match to variant column
Tax Rate ID → choose from dropdown
Then click Save.
Step 6: Set a variable
Create another module on the Create a Purchase Order module
Search "Tools" and select Set variable.
Add a Variable name (such as New PO ID) and add the Purchase Order ID under Variable value. Then click Save.
Step 7: Check for existing POs (pt. 2)
Set up the same filter for the second branch of the router
On the second branch of the Router, add another filter.
Label this path “PO in Katana” and add the same conditions as the previous filter.
Step 8: Set a variable (pt. 2)
This step is needed because the creation of a new PO may not happen for every import, and is done in a separate path from the main one.
Add a module on the 2nd branch of the Router, search "Tools" and choose the Get variable action.
Set "New PO ID" as the searchable variable name and click Save.
Step 9: Update existing purchase orders
Create another module off the Tools: Get variable one.
Select Katana and choose the Create a Purchase Order Row action.
Use a formula to determine whether to use the existing PO ID or the newly created one.
Map fields from Google Sheets:
Quantity (Google Sheets)
Variant ID (Katana)
Price per unit (Google Sheets)
Tax Rate ID (Katana)
Click Save.
Step 10: Test and activate
Run the scenario once to confirm everything works.
Activate the scenario so new rows added to Google Sheets automatically create or update POs in Katana.
Note: Add delays in Make if needed to stay within Katana API rate limits. Read more about Make tools.
Outcome
Your workflow will now:
Import new purchase orders from Google Sheets into Katana.
Automatically create new POs or update existing ones.
Keep your purchasing records up to date with minimal manual effort.
If you need help customizing this workflow, reach out to our team for support.
Your feedback is invaluable. Let us know your thoughts on this article or anything in Katana you'd like to see improved: [email protected]