Glossary
The words Complaia uses, grouped in the same order as the application. Read it once, then come back when you meet a word you do not know. If some colleagues work in the Polish interface, the table at the end lists every Polish menu label with the English one used here.
Workspace & access
Workspace — your company's own, separate space in Complaia, with its own users, data and settings. It is created when the company is registered, and nothing in it is shared with any other company.
Module — one area of the application, such as Products, Orders, Warehouse, Production or Finance. Every workspace has all of them, except that a company can run without Production. What each person sees inside a module depends on their role. See Modules and missing screens.
Permission — the right to do one thing. The role editor shows it as an area and an action, for example Orders: Create. Screens and buttons you have no permission for are hidden.
Role — a named set of permissions, given to a user. Seven roles come with a new workspace — Owner, Administrator, User, Production worker, Driver, Warehouse worker and Accountant — and you can add your own.
Owner — the account of the person who registered the company. It always has every permission. It cannot be deactivated or deleted, nobody else can change its password, and the Owner role cannot be given to anyone else or taken away. Only the Owner goes through the setup wizard, can turn production on and can delete the workspace. By default, only the Owner can also manage the subscription and change the company details or the delivery settings, because the Administrator role does not have those permissions.
Seat — one active user account. Your plan sets how many seats you have. Deactivating a user frees the seat at once, and so does deleting an account that was active.
Extra accounts — seats bought in addition to those included in your plan. Added seats work immediately. Removing them takes effect from the next billing period.
Seat correction — what happens when there are more active accounts than seats, for example after a plan change. Complaia switches off the extra accounts: the newest first, never the Owner, and the people who manage the subscription last. Those managers then confirm who stays active in Adjust active accounts.
Seat mode — the choice you make when you move to a higher plan while you have extra purchased seats that the new plan already covers. You can keep the seats or drop them. If dropping them would leave an overpayment, you can turn the overpayment into bonus seats or give it up. The screen itself does not use this name; it asks what to do with the purchased seats. See Subscription.
Setup wizard — the guided configuration shown when a workspace is new. It is shown only to the Owner and cannot be closed the first time. After it is finished it does not open again — except for its shop-floor step, which opens when the Owner turns production on later. See Setup wizard.
Command palette — the search window opened with ⌘K / Ctrl+K, or with Search the system… in the sidebar. From two characters, it finds menu entries and records — products, categories, attributes, components, orders and entities — and shows only what your permissions allow. See Global search.
System language — the language of the whole company, set under Settings → Company details. System e-mails and documents such as invoices are written in it. It is separate from the interface language, which each person chooses in their own profile.
System base currency — the default currency for new orders, products and documents, set under Settings → Company details. Changing it does not recalculate amounts that are already saved.
Catalog
Product — something you sell and ship. A product is either a Simple product or a Product set. You make a simple product yourself or buy it in for resale. A set has no origin of its own.
Variant — a version of a product, such as a size, a colour or a capacity. Once a product has variants, you sell, make and stock the variants, and the product itself becomes their template. See Product variants.
Component — a material, part or semi-finished item that products are made from. A component is never put on an order. Components have their own list and their own stock.
Set — a product made of other products that are sold as one line. The product form calls it Product set. A set cannot contain another set. It has no stock, no parcels and no labels of its own. The product list shows how many full sets you can make from the stock of the products inside it, and the parcels of those products are shipped.
Recipe (production BOM) — the list of components needed to make one unit of a product. BOM stands for bill of materials. A recipe can also include another product, if that product ships in a single parcel. Production orders are built from the recipe. Only a simple product that you make yourself has one.
Set contents — the products a set consists of. This is not the same as a recipe: a product has one or the other, never both.
Category — a place in the one tree that sorts both products and components, up to four levels deep. Managed under Catalog → Categories.
Attribute — a field you create yourself to describe products, such as a material, a colour or a warranty period. Managed under Catalog → Attributes.
Parcel — a physical package a product is shipped in, with its own dimensions and weight. One product can be shipped in several parcels, and each parcel gets its own label.
Parcel layout — how many parcels a product consists of. It cannot be changed while the product has stock or open warehouse operations. Labels printed before a change are no longer accepted.
Product label code — the code printed as a barcode on a product label: the letter P followed by digits, for example P4471203801016225566704. It contains the product, the parcel number and a serial number that is different on every printed sticker. Two stickers for the same product are therefore never confused.
Lot — a batch number that can be recorded on stock movements and on the lines of a packed box, so that two batches of the same product stay separate. Lot tracking cannot be switched on for a product in the application, so most workspaces never see it.
Low-stock alert — a threshold you set on a product. When the product's available stock in a warehouse falls below it, the product is counted on the To replenish tile of Stock levels.
Product preview — the window that opens when you click a product's name on an order, a shipment, an invoice or a warehouse screen. It shows the photos, codes, price, size and attributes without opening the product card.
Stock
The numbers that cause the most questions, in one place.
On hand — how much is physically there. On Stock levels this is the Quantity column.
Reserved — how much of the quantity on hand is already held for an order. It is still on the shelf, but it is no longer free. On Stock levels: Reservations.
Available — what is left for new orders and other uses:
Available = On hand − Reserved (never below zero)
Average cost — the average unit cost of an item in stock. It is recalculated when goods are received together with a cost, and copied onto the movement when the goods leave. No receiving screen asks for a cost, so for most stock this figure stays empty.
The trap
A product can show plenty on hand and still be refused, because all of it is reserved. Whenever a number surprises you, look at the reservations first.
Movement — a record of a change in stock: a Receipt, a Release, an Adjustment, a Transfer, a Relocation, a Return, or goods Issued from box. Every physical change creates one, so the quantity on hand can always be explained.
Reservation — stock held for a specific order. It is created on the Stock reservation screen, or when a product is scanned into a box at packing. Nothing moves on the shelf: the reserved figure rises and the available figure falls. Packing the goods marks the reservation as packed. The reserved figure falls only when the box leaves the warehouse: at shipment handover, at loading, or when the customer collects it. Releasing a reservation makes the stock available again. Components can be reserved for a production order in the same way.
Warehouse & locations
Warehouse — a place where stock is kept, with its own address. A company has one main warehouse and, in advanced mode, as many others as it needs.
Warehouse purpose — which goods a warehouse accepts: products, materials, or both. It is set on each warehouse in advanced mode.
Courier contact — the phone number, e-mail address and contact person that are sent to the carrier with shipments from a warehouse.
Warehouse type — the choice between Simple and Advanced mode for the whole company. It is made in the setup wizard and can be changed later under Warehouse → Configuration → Warehouse type.
Segment — a part of a warehouse, such as a rack or a cold room. Used only in advanced mode. The Stock reservation screen calls segments zones.
Simple mode — one warehouse, no segments. Screens never ask where goods are.
Advanced mode — several warehouses, each divided into segments. Receiving and issuing ask for a warehouse and a segment, and you can transfer stock between them. Going back to simple mode is refused while goods are waiting in a workstation buffer, while your company has more than one site, or while a stocktaking session is open.
Goods receipt — booking incoming goods onto stock by scanning them. One screen handles both products and components. Also: PL Przyjęcie towaru.
External receipt — a supplier delivery prepared in advance as a document, with its own number such as PZ-2026-0001 and a document date that may be in the past. Creating and filling in the document moves no stock. Stock arrives only when the document is posted, which can be done in stages as the delivery is checked. Also: PL Przyjęcia zewnętrzne.
Goods issue — taking goods off stock without an order: write-offs, samples, internal use. It handles products and components. The menu item is Goods issue, but the screen itself is titled Issue from stock, so you will also see it called issue from stock. Also: PL Wydanie ze stanu.
Stock reservation — the step that sets available stock aside for an order before packing, on its own screen. Nothing moves on the shelf. It works line by line and shows what is still outstanding, so one short line never holds up the rest. Also: PL Rezerwacja towaru.
Picking — the earlier name of Stock reservation.
Box — what an order is packed into; its full name is handling unit. You open a box, scan goods into it and close it. It has its own label, and an empty box cannot be closed. Closing the box marks the goods as packed. Stock does not fall until the box leaves the warehouse: at shipment handover, at loading or when the customer collects it.
Carton — a box template with a name, dimensions and empty weight. While packing, you can choose a carton for the box so that its size and weight are filled in. Managed under Warehouse → Configuration → Cartons. Also: PL Kartony.
Shipment handover — the screen where you scan the boxes that a courier takes. This is where courier boxes leave stock. A handed-over box lowers the quantity on hand and ends its reservation, and its movement names the box, the order and the shipment. Also: PL Wydanie przesyłek.
Loading — scanning the boxes of a route into your own vehicle, in the browser, on a POS terminal or in the mobile app. The route needs a driver and a vehicle first. When every code of a shipment is scanned, its boxes leave stock. Also: PL Załadunek.
To clarify — a list on the Shipment handover screen with boxes that should have left stock but did not. Also: PL Do wyjaśnienia.
Route returns — the screen where boxes that could not be delivered are taken back into the warehouse. Also: PL Zwroty z trasy.
Stock transfer — moving stock to another warehouse, or to another segment of the same warehouse. Used only in advanced mode. A move inside one warehouse is shown in the history as a Relocation. Also: PL Przesunięcie magazynowe.
Stocktaking — counting what is physically on the shelves and correcting the stock records to match. Also: stocktake, inventory count, PL Inwentaryzacja / Spis z natury.
Stocktaking session — one numbered count, from opening to posting. Only one session can be active at a time. In a session:
- opening it records the quantity Complaia expects in every place;
- each scanned label counts once;
- a quantity typed in the browser replaces the quantity typed for that item before;
- a line nobody counted stays pending and produces no correction at all.
Freeze — what an active stocktaking session does to the warehouse. Until the session is posted or cancelled, operations that change stock are refused for the whole company: receiving, issuing, transfers, reservations, packing and route returns. This applies in the browser, in the mobile app and on POS terminals, which are locked with a full-screen notice. Handing boxes to a courier and loading a route are still recorded, but the boxes leave stock only after the session ends.
Code resolution — what posting a count does with each scanned product label. A label already known in the same place is confirmed. A label known in another place is relocated. A label Complaia has never seen is adopted.
Surplus label — a product label created while posting a count, for goods found on the shelf that Complaia did not know about. Print it and stick it on the goods.
Sales
Order — what a customer wants from you, with a number such as ORD-0001. It moves through statuses. Seven come with a new workspace — New, In progress, Partially shipped, Shipped, Partially delivered, Delivered and Cancelled — and you can add your own.
Entities (customers & suppliers) — the customers, suppliers and other businesses you deal with. The sidebar calls them Entities (PL Podmioty); global search calls the same records Partners. Do not confuse them with Sales entities, which are your own invoicing companies.
Order source — where an order came from: Manual for orders typed in by hand, or a connected shop or marketplace.
Claim / return — an after-sales case. It is kept as a separate order linked to the original order. It gets the original number with a suffix — ORD-1234-CLM-01 for a claim, ORD-1234-RET-01 for a return — and has its own list and its own statuses.
Resolution — what you decide on a claim or return: a refund, a repair, a replacement and so on. Each item of the case can have its own resolution. When the items differ, the case as a whole shows Mixed. See Claims & returns.
Payment status — how far an order has been paid. Complaia works it out from the amount due and the amount paid; you never set it by hand. See Payments.
Fulfilment — the warehouse's progress on an order: Reserved, Packing or Packed, shown next to the order's status. It is separate from the status: an order can be fully reserved and still have the status New. See Fulfilment & shipments.
Order portal — a public page where a buyer opens their own order with a link and a PIN, without an account. A link works for 30 days, and creating a new link switches off the previous one.
Delivery method — how the customer wants to receive the goods. It is saved on the order and suggested when a shipment is created. Also: PL Sposób dostawy.
Order-portal PIN — six digits sent to the customer with the portal link. The customer types them to open their order. It is not related to the delivery PIN below.
Cash on delivery — an order marked so that the money is collected when the goods are handed over. On your own routes, the driver has to confirm in the mobile app that the cash was taken before the delivery can be closed. The delivery is then recorded as a payment on the order. Also: COD.
Production
Production order — an instruction to make a product or a component, with a quantity. It can be made for a customer order or for stock. There is one production order for each thing that has to be made.
Sub-order — a production order created automatically for a recipe line that you also make yourself. It belongs to the main order and takes the main order's number with a suffix: /1, /2 and so on.
Workstation — a place on the shop floor where production orders are carried out. An order reaches a worker only through a workstation. Orders are assigned on the Planning screen (PL Planowanie, in the Production section) or by automatic distribution. Some screens call a workstation a cell.
Workstation buffer — a storage place that every workstation gets automatically. Material brought to the workstation and the goods finished there stay in it until they are moved to a regular warehouse. A buffer is not shown in the Warehouses list. On Stock levels and in the movement history, its location reads Workstation followed by the workstation's name.
Site — one location of your company with its own warehouses, production areas and workstations. Sites matter only when your company has two or more of them. Also: PL Zakład.
Production area — a part of the shop floor that groups workstations, for example Machining. An area decides how automatic distribution spreads orders over its workstations, which warehouses its finished goods and materials use, and which site it belongs to. A POS terminal is assigned to an area. Also: PL Obszary produkcyjne.
Department — an older name for a group of workstations. Complaia has no department screens; production areas group workstations instead.
Operation — an older name for a single production step. Complaia has no operation screens; work is planned per production order and workstation.
Presence — the record of who is working at which workstation right now. A worker checks in on a POS terminal and then chooses a workstation. To check in, the worker either scans the code shown on the terminal with their phone, or types a login with a PIN or password. In the browser, the workstation screen has its own sign-in button. A person can be at only one workstation at a time.
POS terminal — a shared work station on the shop floor or in the warehouse, running the Complaia POS app. POS stands for point of sale, but here it is a work terminal, not a till. Workers use it for production, receiving and issuing, stock reservation, packing, shipment handover, loading and route returns. You create it under Settings → POS terminals, choose which modules it shows, and pair the physical device with a one-time code. Also: PL Terminale POS.
Kiosk — the physical computer or tablet that runs the Complaia POS app. The main application calls it a device. One kiosk works as one POS terminal at a time.
Worker PIN — a personal code of four to six digits. A worker sets it on a kiosk or in the mobile app, not in the browser. It checks the worker in on a kiosk without a phone and confirms actions there, for example a production report. Do not confuse it with the delivery PIN or the order-portal PIN.
Badge sign-in — checking in on a POS terminal by scanning a personal code with the terminal's scanner. The terminals can read such a code, but no screen in Complaia issues personal badges. Check in with your phone, or with your login and PIN, instead.
WIP — work in progress: finished production output that is still in a workstation buffer. The goods are booked there when the order is finished, and they are kept separate from the stock that can be picked or shipped.
PRO- label — the label printed for goods that came off production, with a code starting PRO-. It goes on the goods, and you scan it to move them out of the workstation buffer.
Reconcile — moving production output out of a workstation buffer onto regular stock. The production area decides which warehouse receives it. On a kiosk, you scan the goods' PRO- label on the Work in progress screen. In the browser and in the mobile app, you click To warehouse on the item in the workstation buffer. Until then the goods exist, but cannot be reserved for an order.
Logistics
Shipment — one transport of goods to a customer, with its own number such as SHP-0042. It travels by Courier, Own transport, Other carrier or Personal pickup. Its status is one of Pending, Planned, In progress, Delivered, Not delivered or Cancelled. The Polish sidebar calls shipments Zlecenia logistyczne. Also: transport order.
Carrier — whoever transports a shipment. Couriers (InPost, DHL, DPD and FedEx) are connected under Integrations, and Complaia sends the shipment to them. Any other carrier you use is kept on the list under Logistics → Carriers and chosen with the Other carrier method. The list always starts with three system carriers: Own transport, Personal pickup and Other carrier.
Route — an ordered list of stops for one vehicle and its driver, built in the route planner. A saved route is Planned. It can be approved once it has a vehicle, at least one driver and a departure date. It then goes through Approved, In progress and Completed, or it is Cancelled. The mobile app shows a route in progress as On route. Exceeding the vehicle's capacity gives a warning but never blocks the route. Cancelling a route does not cancel its shipments; they return to the backlog.
Backlog — the shipments waiting for a route, shown at the bottom of the route planner. Only shipments with the Own transport method that are on no route and have the status Pending, Planned or Not delivered appear there.
Custom stop — a stop the dispatcher adds to a route without a shipment, for example refuelling. A Break is the same thing without an address: rest time for the driver. Also: PL Punkt własny.
Customer pickup — a route stop where the driver collects a return from the customer. The return is then brought back at a Warehouse unload stop.
Driver manifest — the printed list of a route's delivery stops for the driver, with the delivery windows, what to deliver, cash on delivery and notes.
Driver — any active user whose role includes the permission Driver: delivery and proof of delivery on own routes. There is no separate driver record; drivers are managed as users.
Proof of delivery — the evidence that a handover happened: scanned parcels, a photo, the recipient's signature, a PIN. Which of these are required is set for the whole company under Logistics → Deliveries and notifications. Contactless delivery can also be allowed there. Also: POD.
Delivery PIN — a short numeric code (four digits unless you change the length), used only when you require it. It reaches the customer only by e-mail. At the door the customer reads it out and the driver types it into the mobile app. It is not related to the order-portal PIN.
Delivery window — the date and time span the customer is promised. It comes from the route: each time the route is saved, every shipment on it gets its planned window. Customers see it, in messages and on the tracking page, only once the route is approved. The times are not converted to the customer's time zone.
Customer tracking link — the address of the public page every shipment has. It needs no account and no PIN. Whoever has the link can follow the shipment and, for your own transport, answer a proposed delivery date. It is different from the order portal, which shows a whole order and asks for a PIN.
Pickup point — a carrier's parcel locker or pick-up point that a shipment is delivered to instead of an address, identified by its point code.
Courier pickup — one visit of the courier to collect the dispatched shipments of one carrier account. You order it from the Courier pickup card of a shipment, or it is ordered automatically at the time set on the integration.
Finance
Sales entities (your invoicing companies) — the legal sellers that issue your invoices, each with its own tax number, numbering and KSeF settings. You can have several, and one is the default. The menu item is Sales entities; the screen itself is titled Finance setup. Do not confuse them with Entities (customers & suppliers).
Net — the amount before tax.
Gross — net plus tax. An invoice line has both a net and a gross price field. Fill in either one and Complaia works out the other.
VAT code — a code entered in a line's VAT field instead of a rate, for example zw (exempt), np (out of scope) or oo (reverse charge). There are seven codes; VAT lists them all. A line with a code has no VAT, so its gross equals its net. Otherwise the field takes a rate from 0 to 100, with up to two decimals.
Draft — an invoice before it is issued. It can be edited and deleted.
Pro forma — a document that looks like an invoice but is not an accounting document. It takes no payments, and it can be converted into an invoice once.
Issuing — giving a draft its official number from the sales entity's numbering. After that, you change the invoice with a correction, not by editing it. Revert to draft gives the number back. It is refused once the invoice has a payment or a correction, or is no longer the newest in its series. For a Polish seller connected to KSeF, it is also refused while the invoice is in KSeF or waiting for a KSeF decision. See Revert to draft.
Correction — the document that changes an issued invoice.
KSeF — Poland's national e-invoicing system. It is available only for sales entities from Poland, and each one is set to Production, Demo (pre-production) or No KSeF. Invoices for consumers are never sent to KSeF.
UPO — KSeF's official confirmation that it has received and accepted an invoice. You download it from the invoice's KSeF card.
OSS (One-Stop Shop) — the EU procedure for sales of goods to consumers in other EU countries. These sales carry the VAT of the buyer's country and are declared once a quarter. In Complaia it is available only to companies with a sales entity from Poland. See OSS returns.
Automation & audit
Connector — Complaia's ready-made link to one outside system: an online shop, a marketplace or a courier.
Integration — one connected account of a connector — your shop, your marketplace account, your courier contract. You can have several integrations of the same connector.
Mapping (integration) — a table on an integration's page that pairs the other system's order statuses, sales platforms, payment types or couriers with yours.
Test mode — working with an outside system's practice environment, where nothing is real. You choose it only when the integration is created, and you cannot change it afterwards. It is on by default for DPD and FedEx. Some systems call it a sandbox. Also: PL Tryb testowy.
Integration rule — an automation that belongs to an integration. Every integration has one system rule that covers its background work, such as fetching new orders. You change it with the settings on the integration's page. You can add your own rules that react when something happens, such as an order changing status. See Automation rules.
Product mapping — a saved link between the code or name a shop uses for a product and one of your products, so that lines of imported orders are matched automatically. It is created automatically, or when you use Match product on an order line. It is listed on the product under Order product mappings.
Event log — the record of who did what, and when. In the application it is System → Event log, where you can filter it by module, action type, user, severity and date. Entries are removed automatically: Info and Warning entries after a year, Critical ones after two. Also: audit log, PL Dziennik zdarzeń.
Polish ↔ English UI terms
Complaia's interface is available in five languages, so some people in a company may work in Polish and others in English. This table lists every Polish menu label with the English label used in this documentation.
| Polish menu | English menu |
|---|---|
| Ogólne · Dashboard | General · Dashboard |
| Katalog | Catalog |
| Elementy · Lista elementów · Nowy element | Components · Component list · New component |
| Produkty · Lista produktów · Nowy produkt / zestaw | Products · Product list · New product / set |
| Atrybuty | Attributes |
| Kategorie | Categories |
| Produkcja | Production |
| Zlecenia produkcyjne | Production orders |
| Planowanie (Produkcja) | Planning (Production) |
| Konfiguracja · Zakłady · Obszary produkcyjne | Configuration · Sites · Production areas |
| Magazyn | Warehouse |
| Obsługa zamówień · Rezerwacja towaru · Pakowanie zamówień · Wydanie przesyłek · Załadunek | Order handling · Stock reservation · Order packing · Shipment handover · Loading |
| Operacje · Przyjęcie towaru · Przyjęcia zewnętrzne · Wydanie ze stanu · Zwroty z trasy · Przesunięcie magazynowe · Inwentaryzacja | Operations · Goods receipt · External receipts · Goods issue · Route returns · Stock transfer · Stocktaking |
| Spis z natury | Stocktaking (the same thing) |
| Stany · Stan magazynowy | Stock · Stock levels |
| Konfiguracja · Magazyny · Lokalizacja magazynu · Kartony · Typ magazynu | Configuration · Warehouses · Warehouse location · Cartons · Warehouse type |
| Handlowe | Sales |
| Zamówienia · Lista zamówień · Nowe zamówienie | Orders · Order list · New order |
| Podmioty · Lista podmiotów · Nowy podmiot | Entities · Entity list · New entity — entities (customers & suppliers) |
| Reklamacje i zwroty · Wszystkie · Reklamacje · Zwroty | Claims & returns · All · Claims · Returns |
| Konfiguracja · Źródła zamówień · Metody płatności · Statusy zamówień · Statusy reklamacji · Statusy zwrotów | Configuration · Order sources · Payment methods · Order statuses · Claim statuses · Return statuses |
| Logistyka | Logistics |
| Zlecenia logistyczne · Lista zleceń logistycznych · Nowe zlecenie logistyczne | Shipments · Shipment list · New shipment |
| Planowanie · Trasy · Nowa trasa | Planning · Routes · New route |
| Dostawy i powiadomienia | Deliveries and notifications |
| Flota | Fleet |
| Przewoźnicy | Carriers |
| Analityka · Zamówienia · Aktywność pracowników | Analytics · Orders · Employee activity |
| Finanse | Finance |
| Fakturowanie | Invoicing |
| Deklaracje OSS | OSS returns |
| Podmioty sprzedażowe | Sales entities — sales entities (your invoicing companies) |
| Integracje · Lista integracji · Reguły integracji · Nowa reguła integracji | Integrations · Integration list · Integration rules · New integration rule |
| Ustawienia | Settings |
| Dane firmy | Company details |
| Użytkownicy · Lista użytkowników · Nowy użytkownik | Users · User list · New user |
| Role i uprawnienia · Lista ról · Nowa rola | Roles & permissions · Role list · New role |
| Terminale POS | POS terminals |
| System | System |
| Dziennik zdarzeń | Event log |
| Subskrypcja | Subscription |
| Wsparcie · Moje zgłoszenia · Nowe zgłoszenie | Support · My tickets · New ticket |
Menu names are translated in every language
Every menu entry has its own name in each of the five interface languages. If a colleague's screen shows a name you cannot find in this table, they may use German, French or Ukrainian: ask them to switch to English or Polish in their profile.
Related
- Core concepts — the same ideas explained in context, if a definition alone is not enough
- How work flows through Complaia — the order in which these things happen, from order to delivery
- Stock levels — the screen where you see the stock numbers
- Roles & permissions — who is allowed to do each of the things defined here
- Interface & navigation — how the sidebar is organised