Katana Integration

You can connect Katana with your B2B Wave account to update your product inventory from Katana, send your orders to Katana as sales orders, and bring tracking numbers and order statuses back into B2B Wave. Let’s see how you can do this.

Connecting Katana to B2B Wave

Step 1. Contact our support team to enable Katana for your account. Once enabled, a Katana menu appears on your Admin Panel.

Step 2. Log in to Katana, go to Settings >API, and click “+ Add new API key.” Copy the key that appears.

NOTE: Your Katana plan must include API access, and your Katana user needs the “Manage API keys and webhooks” permission. Katana account owners have this permission by default.

Step 3. On your B2B Wave Admin Panel, go to Katana >Configuration, paste the key into the “API Key” field, and click “Test Connection.” When the connection works, you’ll see “Success!” and your Katana locations and tax rates load into the drop-down menus on the page.

Step 4. Set up the options described in the sections below and click “Save Configuration.”

Configuring Inventory Sync

B2B Wave can update your product quantities with the stock you have in Katana. In the “Inventory Sync” section, you can set up the following:

For each matched product, B2B Wave sets the quantity to the “In stock” quantity in Katana. Only the quantity is updated, so prices, names, and other product details stay as they are in B2B Wave. Products that can’t be matched are left unchanged, and a matched product with no stock in Katana (or at the selected location) is set to 0.

NOTE: Code & price variants aren’t matched separately. Inventory updates only change the main product’s quantity, and order lines for a variant are sent to Katana as the main product.

Updating Inventory Manually

To update your inventory right away, go to Katana >Update inventory from Katana, click “Update,” and confirm. The update runs in the background, so your quantities may take a few minutes to change.

Configuring Order Creation

B2B Wave can send your orders to Katana as sales orders. In the “Order Creation” section, you can set up the following:

Mapping VAT/GST/Sales Tax

Under “Sales tax rules → Katana tax rates,” each row is one of your tax rules from Settings >Sales Tax (shown as “VAT” or “GST” in some countries), described by its VAT class, customer VAT group, and rate. Select the matching Katana tax rate for each rule in the “Katana tax rate” column.

Order lines without a mapped rule use the “Default Tax Rate (fallback)” you select below the table. If you leave both empty, no tax rate is sent to Katana for that line.

Sending Orders to Katana

If you selected a status under “Auto-create on Order Status,” orders are sent to Katana automatically when they move to that status. You can also send an order manually:

Step 1. Go to the Orders menu and select the order.

Step 2. On the order’s page, click “Create Katana order” below the list of products.

Once the sales order is created, a “Katana Order ID” link appears under the button, which opens the sales order in Katana. The button then changes to “Update Katana order.”

NOTE: To find orders that haven’t been sent to Katana yet, go to the Orders menu and set the “Has Katana Order?” filter to “No.”

What B2B Wave Sends to Katana

NOTE: When sending orders, products are always matched by SKU unless an inventory update has already linked them to Katana. If you match products by name, run an inventory update before sending your first orders.

Updating a Katana Order

If you change an order after sending it to Katana, go to the order’s page and click “Update Katana order.” This replaces the products, shipping fee, and addresses on the Katana sales order with the order’s current details.

Automatic creation only creates the sales order once. Changes you make to an order afterward are not sent to Katana until you click “Update Katana order.”

Syncing Tracking and Fulfillment Status

In the “Tracking & Fulfillment Sync” section, check “Sync tracking and fulfillment status from Katana” to have B2B Wave check Katana every hour for updates on the orders you’ve sent. For each order:

• The tracking number from the Katana fulfillment is added to the order.
• The carrier from Katana becomes the order’s shipping option. If you don’t have a shipping option with the carrier’s name, B2B Wave creates it.
• The order’s status changes to match the status in Katana, as shown below.

B2B Wave checks orders submitted in the last 3 months that don’t have a tracking number yet. Once an order receives a tracking number, it is no longer checked.

How Katana Statuses Appear in B2B Wave

NOTE: If you don’t have an order status with that name, B2B Wave creates it. To set these statuses up in advance, go to Settings >Order Statuses.

Updating Tracking Manually

To check Katana right away, go to Katana >Update tracking and fulfillment status, click “Update,” and confirm. If “Sync tracking and fulfillment status from Katana” is unchecked, this updates order statuses but doesn’t add tracking numbers.

Troubleshooting Error Messages

You may encounter some issues when connecting Katana or sending orders. Let’s check the usual error messages that may appear and see what you can do to resolve them.

NOTE: If you see any other error message, please don’t hesitate to contact our support team.