The product record
This page describes every step and field of the product form, in the order they appear on screen, and what each one controls. The same form is used to create a product and to edit one.
Where to find it: Catalog → Products → New product / set for a new product. For an existing product: Catalog → Products → Product list, open the product and click Edit.
How the form works
The form is a sequence of steps, shown as tabs across the top. You move with Back and Next in the bar at the bottom of the page.
- A step opens only when all the steps before it are complete. Point at a locked tab to see what is missing. The Set contents step of a set is the exception: it is always open.
- The bar at the bottom says what the current step still needs. If several things are missing, click the counter next to the first one to see the full list.
- If you click Next while something is missing, the form scrolls to the first field with a problem and marks it in red.
The final button differs between a new and an existing product:
| New product | Existing product | |
|---|---|---|
| Button | Create product | Save |
| Where | Only on the last step | On every step |
| When it works | When nothing is missing in any step | When you have changed something. If a step has something missing, the button is dimmed. Clicking it opens that step. |
The order of the steps depends on the product type:
| Product type | Steps |
|---|---|
| Simple product, Manufactured | Basics → Price & stock → Attributes → Logistics → Recipe → Variants |
| Simple product, Non-manufactured | Basics → Price & stock → Attributes → Logistics → Variants |
| Product set | Basics → Set contents → Price & stock → Attributes → Logistics → Variants |
The top of the page also differs:
- On a new product, the header has Clear, which empties the whole form. If you have entered anything, Complaia asks first.
- On an existing product, the header has Cancel, Revert changes and Delete product. Above the steps there is the Active switch and a Preview button, which returns to the product card.
If you leave the page with unsaved changes, Complaia asks whether to leave without saving.
📷 Screenshot to add: the product form on the Basics step, with the step tabs and the bar at the bottom.
Basics
Product images
Click the tile to add photos, or drag files onto the grid.
| Rule | Value |
|---|---|
| Formats | JPG, PNG, WEBP, AVIF, HEIC (iPhone photos) |
| How many | At most 12 photos |
| Size | Up to 25 MB each |
| Order | The first photo is the Main one. It shows in lists and wherever you choose a product. To reorder, drag a tile or use the arrows. Set as main moves a photo to the front. |
Your browser makes each photo smaller before it is sent, so even a large photo uploads quickly. Wait until all photos are uploaded before you save. Until then the form asks you to wait.
Basic information
| Field | What it does | Rules |
|---|---|---|
| Name (required) | The product's name, used everywhere. | 2 to 180 characters. |
| Category | Places the product in the category tree. | Optional; one category per product. Attributes that are limited to certain categories appear on the Attributes step only when the product is in one of them. |
| Brand | Free text. | Up to 120 characters. |
| Manufacturer | Free text. | Up to 180 characters. |
| Description | Product description. | Up to 5000 characters. |
| SKU — stock keeping unit | Your own product code. | Unique. Letters without accents, digits, dot, hyphen, underscore and slash. No spaces. Up to 120 characters. Leave it empty and Complaia assigns a 10-character code. |
| EAN — European Article Number | The retail barcode number. | Optional; unique. Digits only, 8, 13 or 14 long, with a valid last (check) digit. |
| UPC — Universal Product Code | The North American barcode number. | Optional; unique. Exactly 12 digits with a valid check digit. |
| Product type | Simple product or Product set. | See Product types & structure. |
| Origin | Manufactured or Non-manufactured. | Only for a simple product. A non-manufactured product has no Recipe step. On a set, a sentence explains that the products inside the set decide this. |
The form checks the length limits when you create a product. The code fields accept only the allowed characters. For example, letters typed into EAN do not appear.
When you edit a product, a code that you did not change never blocks saving. This matters for codes that came from a connected shop or from older data and do not follow the rules. Any code you type or change is checked in full.
Price & stock
Price
This section is shown only to users with the Products: Price editing permission.
| Field | What it does | Notes |
|---|---|---|
| Currency (required) | The product's main currency. | Starts as your company's base currency. |
| Sale price (standard) | The main price, with a Net / Gross switch next to it. | Cannot be empty; zero is allowed. A new product starts on Gross. |
| Default VAT rate (%) | The rate suggested on orders and invoices. | 0 to 100, with up to two decimal places (for example 25.5). On a new product Complaia fills it in for you and highlights the field until you type in it. |
| VAT rates in other EU countries for OSS | Optional rates for the One-Stop Shop (OSS) procedure, one row per country. | Shown only when your company has a Polish sales entity registered for OSS, or when the product already has entries. See Pricing. |
| Prices in other currencies | A separate amount for each extra currency. | Add currency adds a row. The star button swaps a row with the main currency. |
| Estimated cost of the set | Sets only, read-only. | The sum of the sale prices of the products in the set, each multiplied by its quantity. |
All of this is explained in Pricing.
Warehouse
| Field | What it does | Notes |
|---|---|---|
| Unit | The unit the product is counted in: pcs, kg, g, m, m², l or set. | Stock, receipts and production orders are all counted in this unit. Changing the unit of a product that is in stock converts nothing. See Product types & structure. |
| Low-stock alert | A switch and a threshold. When the alert is on and the available stock in a warehouse falls below the threshold, the product appears in the To replenish tile on the Stock levels screen. | The threshold is a whole number, 1 or more. A sentence under the field tells you at what stock level the alert starts. Turn the alert off for products you do not keep in stock. |
The low-stock alert counts each warehouse separately. Available stock means the quantity on hand minus reservations. Stock at production workstations and in disabled warehouses does not count. The alert does not work for a product with variants, for a set, or for an inactive product. On a product with variants the field is locked. Set the alert on each variant instead.
Attributes
This step shows your own attributes, grouped into the sections you defined. Only attributes that apply to the product's category are shown.
- A required attribute must be filled in. Otherwise the bar at the bottom names the missing fields, and the product cannot be saved.
- If no attribute applies, the step says so and offers a button that opens the Attributes screen, where you create attributes and sections.
- Values outside the product category appears when the product holds values for attributes that do not apply to its category, for example after you changed the category. Click the button in that notice to clear them.
- On a Product set, Attributes from the set contents can fill the attributes from the products inside the set. How values are combined is set on each attribute. See Attributes. A value you change by hand stays as you set it.
Logistics
Order product mappings
This section is for every product type. Each mapping tells Complaia that a certain EAN, code or name on an incoming order means this product. A question mark next to the title explains it. See Order product mappings.
| Field | What to enter |
|---|---|
| EAN from the order | Digits only, 8 to 14. |
| Product code from the order | Copied character for character. Upper and lower case matter. |
| Name from the order | For orders that arrive without an EAN and without a code. It must match word for word. Letter case and double spaces do not matter. |
Fill in one of the three. How a mapping is saved depends on the product:
- On a new product, click Add mapping to add a row, fill it in and click Confirm. The mapping is saved together with the product. A row left empty blocks the step until you fill it in or remove it.
- On an existing product, fill in the fields and click Add. The mapping is saved immediately.
A product with variants has no mappings of its own. They belong to the variants.
Product parcels
Simple products only. Describe the boxes the product is stored and shipped in. Each parcel has a Parcel name, Length (cm), Width (cm), Height (cm) and Weight (kg). A question mark next to the title explains what parcels are for. See Packaging & parcels.
On a set, this section is replaced by a note that parcels are available only for a simple product.
Recipe or Set contents
One step that changes with the product type:
- Recipe (simple, manufactured product) — what one unit is made of: components and, if needed, other products that come in a single parcel. Optional. See Recipe & production.
- Set contents (product set) — the products the set consists of. At least one is required. Components are not allowed in a set. See Product types & structure.
Both are edited on the same tree. Add an item (in a recipe) or Add sub-product (in a set) adds a card to the tree. Click a card to change its quantity.
Variants
Optional. Add versions of this product, such as sizes, colours or capacities, with Add variant. On a new product, the variants are created right after the product. See Product variants.
What Complaia fills in for you
| Value | How it is worked out |
|---|---|
| SKU | Assigned automatically if you leave it empty: 10 random capital letters and digits. If you clear the SKU of an existing product, a new one is assigned when you save. |
| Default VAT rate (%) | On a new product: the rate of your default sales entity, or your country's standard rate. |
| Parcel volume | From the parcel's length × width × height. |
| Product dimensions and weight | From the product's parcels, when it has any, each time you save. |
| Estimated cost of the set | From the sale prices of the products in the set. |
Related
- Products — the list, the card and the everyday tasks
- Product types & structure · Product variants
- Recipe & production · Pricing · Packaging & parcels
- Identifiers & labels · Attributes · Categories