Setup checklist

This page starts where the setup wizard ends. It lists, in order, what to set up so that your colleagues can sign in, your terminals and phones work, your goods are in stock, orders arrive by themselves and production can be planned.

The steps are in this order because later steps use what earlier steps create. For example, a product recipe uses components, and a POS (point of sale) terminal needs a production area. Each step says what it gives you, where to do it, and when you can skip it. The linked pages describe each screen in full.

The page is written for the Owner, the person who registered the company. If your company already uses Complaia and you were given an account, go to Interface & navigation instead.

Before you start

Your company must be registered and the setup wizard finished:

1. Register your company and confirm your e-mail address.
2. Sign in and go through the setup wizard. It opens by itself and takes about five minutes.

The checklist at a glance

Step	What it gives you	Skip it if
1. Company and people	Your colleagues can sign in, each with the right permissions	Never
2. Warehouse layout	Places for your goods: warehouses, segments, cartons, a contact for couriers	You use the simple warehouse type, ship nothing with couriers and need no cartons
3. Catalog	The products, their parcels, and the components they are made from, that orders, stock, shipments and production use	Never
4. Customers, suppliers and sales lists	Partners for orders and supplier deliveries, and the short lists every order uses	Never
5. Shop floor and terminals	Shared POS terminals in the hall and in the warehouse	Nobody works at a shared screen
6. Mobile app	Warehouse, production and delivery work from phones	Nobody works away from a desk
7. Stock	Goods that can be reserved, packed and issued	Never
8. Delivery	Your own routes and drivers, courier labels and pickups, or both	Customers always collect the goods
9. Sales channels	Orders that arrive from your shop or marketplace by themselves	You enter all orders by hand
10. Invoicing	Correct invoice numbers; KSeF and OSS for a seller in Poland	You issue invoices in another program
11. Try it end to end	A check that every part works together, including production	Never

1. Company and people

What it gives you: your colleagues can sign in, and each of them sees only the screens their job needs.

Check your company details

1. Go to Settings → Company details and click Edit.
2. Check the Company name, Tax ID, address, System language and System base currency.
3. Click Save changes.

The system language is the language of the e-mails and documents your company produces, such as invoices. The base currency is the default for new orders, products and documents. Changing it later does not recalculate amounts that are already saved. See Company details.

Decide the roles

1. Go to Settings → Roles & permissions → Role list.
2. Review the roles that come with the workspace: Administrator, User, Production worker, Driver, Warehouse worker and Accountant, next to your own Owner role.
3. Change them to fit your company, or create your own with New role.

Set the roles before you create accounts, because every account gets one role. See Roles & permissions.

Create accounts for your colleagues

1. Go to Settings → Users → New user.
2. Create an account for each person and choose their role.
   • For people without a company mailbox, for example on the shop floor, choose Account without email. They sign in with a username.
   • For drivers who deliver with your own vehicles, choose the Driver role.
3. Give each person their login details. The Account created screen offers them as a PDF.

Each active account takes one seat of your plan. See Users.

Done when: every colleague can sign in to app.complaia.com and sees their part of the menu.

2. Warehouse layout

What it gives you: every item gets a place, and couriers know whom to contact. The setup wizard already chose your warehouse type and created your main warehouse.

1. With the advanced type only: go to Warehouse → Configuration → Warehouses. Create your other warehouses and split each one into segments, such as racks or zones. See Warehouses and Segments.
2. Contact for couriers: add the phone number, e-mail address and contact person that couriers receive with shipments from the warehouse. With the simple type this is under Warehouse → Configuration → Warehouse location, with the advanced type on each warehouse. See Courier contact.
3. Cartons: if you pack into boxes of standard sizes, add them under Warehouse → Configuration → Cartons. When packing, you then choose a carton and its size and weight are filled in. See Cartons.

3. Catalog

What it gives you: the products you sell, and the components you make them from. Orders, stock, production and invoices all use them.

Work in this order, because each item uses the ones before it:

1. Categories. Go to Catalog → Categories and create the tree your products and components are sorted into. See Categories.
2. Attributes. Go to Catalog → Attributes and add the extra fields your products need, such as a colour or a material. See Attributes.
3. Components (only if you manufacture). Go to Catalog → Components → New component and add the materials and parts. If a component is itself made from other components, build its own recipe. See Components.
4. Products. Add what you sell, in one of two ways:
   • one by one, under Catalog → Products → New product / set. For a product you make, fill in its Recipe: the components needed for one unit, also called the bill of materials (BOM). See Products and Recipe & production;
   • all at once, from a spreadsheet file. See Import a whole catalog.
5. Parcels. On each product's Logistics step, under Product parcels, describe the boxes the product is stored and shipped in: how many there are, and the size and weight of each. A product that travels in one box can stay without parcels, because it then counts as one parcel. See Packaging & parcels.
6. Sets (optional). A set is sold as one line but is made of other products. Create it after the products it contains. A set has no parcels of its own: the parcels of its products are shipped. See Product types & structure.

Set the parcels before you put stock in

The parcels decide how many labels one item has. At goods receipt, an item counts only when a label from each of its parcels is scanned. The size and weight also go into courier shipments by themselves, so the courier charges the right price. Once a product is in stock, you can no longer change how many parcels it has without first settling its stock and warehouse operations. Its size and weight can always be changed.

Done when: every product you sell is on Catalog → Products → Product list, every product you make has a recipe, and every product that travels in more than one box has its parcels.

4. Customers, suppliers and sales lists

What it gives you: the partners you work with, and the short lists that every order chooses from.

1. Suppliers and customers. Go to Sales → Entities → New entity and add the suppliers you buy from and the customers you already work with. For a company in Poland, the details can be filled in from the company registry. Suppliers added here can be chosen on supplier deliveries in step 7. See Entities. You do not have to add every customer in advance. An order can save its customer to the list. See Entities from orders.
2. Order sources. Go to Sales → Configuration → Order sources and check the places orders come from. See Order sources.
3. Payment methods. Go to Sales → Configuration → Payment methods and check the ways customers pay. See Payment methods.
4. Order statuses. Go to Sales → Configuration → Order statuses. A new workspace already has a working set. Add your own only if you need them. See Order statuses.

5. Shop floor and terminals

What it gives you: shared screens where workers do production and warehouse work without the full application: start and report production, receive and issue goods, reserve, pack, hand over to couriers, load routes and take back returns. See POS terminals.

A POS terminal always belongs to a production area, even in a company that does not manufacture. Create the area first.

1. Sites (only if you work in more than one location). Go to Production → Configuration → Sites. See Sites.
2. Production areas. Go to Production → Configuration → Production areas and create the areas of your floor, for example Assembly or Packing. The setup wizard may have created some. A company without production creates one area for its terminals. See Production areas.
3. Workstations (only if you manufacture). Add the stations that carry out production orders, each in its area. The setup wizard created at least one. See Workstations.
4. POS terminals. Go to Settings → POS terminals → New POS. Give the terminal a name, choose the modules it offers, its area and, for production, its workstations. See Create a terminal.
5. Pair each kiosk. On the computer or tablet in the hall, open pos.complaia.com and pair it, for example with the pairing code from the terminal's page. See Pair a kiosk.
6. PINs for workers. When a worker checks in on a kiosk for the first time, the kiosk asks them to set a personal PIN. See Check in on a kiosk.

Done when: each kiosk shows its terminal and a worker can check in.

6. Mobile app

What it gives you: people who work away from a desk use their phone: warehouse and production staff, and the drivers who deliver with your own vehicles.

1. Each person installs the Complaia mobile app from the App Store (iPhone and iPad) or Google Play (Android).
2. They sign in with the account you created in step 1.
3. People who also work on a kiosk can set their PIN in the app: Settings → Sign-in and security → POS PIN. This option appears only for roles with the Production: Reporting permission.

What a driver needs is described in Set up the app for a driver.

7. Stock

What it gives you: goods in stock, which orders can reserve, and which you can pack and issue.

Check the parcels of your products first (step 3). After the goods are in stock, the number of parcels is hard to change.

Choose the way that fits your situation. You can combine them.

Your situation	What to use	What happens
Your warehouse already exists and the goods are on the shelves	Stocktaking, under Warehouse → Operations → Stocktaking	You count what is there, by scanning labels or typing quantities, and add the items Complaia does not know yet. Posting the count books the goods in, and creates labels for goods that have none. While the session is open, the warehouse is frozen for everyone.
A delivery arrives from a supplier, with a document	External receipt, under Warehouse → Operations → External receipts	You write the document with the supplier and the expected goods, then receive the goods against it, in one go or in stages.
Goods arrive and you book them in as you unpack	Goods receipt, under Warehouse → Operations → Goods receipt	You scan or choose each item and confirm the list.
You have the quantities in a spreadsheet	Import CSV, on Warehouse → Stock → Stock levels	The file sets the quantities of your products, or adds to them. Components are not included.

Posting a stocktaking session needs the Stocktake: post differences permission. The Owner has it. The built-in Warehouse worker role does not.

Done when: Stock levels shows the quantities you really have.

8. Delivery

What it gives you: a way to get each order to the customer. Complaia knows four delivery methods. Set up the ones you use:

Method	When you use it	Set up in
Own transport	Your own vehicles and drivers deliver	8a
A courier company: InPost, DHL, DPD or FedEx	A courier collects the parcels and delivers them	8b
Other carrier	A carrier that is not connected to Complaia	8c
Personal pickup	The customer collects the goods from your warehouse	8c

8a. Your own transport

1. Vehicles. Go to Logistics → Fleet and add your vehicles with their capacity. See Add a vehicle.
2. Drivers. A driver is a user with the Driver role (step 1) and the mobile app on their phone (step 6). See Make someone a driver.
3. Delivery settings. Go to Logistics → Deliveries and notifications. Choose which proof of delivery you require, such as a signature, a photo or a PIN, and which messages customers get. See Require proof of delivery and Turn customer notifications on.
4. Starting point. Check that the position of your warehouse is right, because every route starts there. See Check the position.

Every day you then plan routes under Logistics → Planning, load them under Warehouse → Order handling → Loading or in the mobile app, and the drivers deliver. See Route planning and Loading.

8b. Courier companies

1. Connect the courier. Go to Integrations → Integration list and add InPost, DHL, DPD or FedEx with the details of your courier account. Choose how courier pickups are ordered. If you want to practise first, choose test mode when you create the integration. See Couriers.
2. Contact for couriers. Make sure the warehouse has a courier contact (step 2).

A courier appears as a delivery method only after you connect it. Every day you then create the shipment from the order, which creates the paid label, pack the goods, and scan the boxes the courier takes under Warehouse → Order handling → Shipment handover. See Shipments and Shipment handover.

8c. Other carriers and personal pickup

• Other carrier: add the carriers you use without an integration under Logistics → Carriers. You type the waybill number and tracking link on each shipment yourself. See Carriers.
• Personal pickup needs no set-up. See Hand over to the customer.

9. Sales channels

What it gives you: orders from your online shop or marketplace arrive in Complaia by themselves.

1. Connect the shop. Go to Integrations → Integration list and add your shop or marketplace: Allegro, Apilo, Base (BaseLinker), WooCommerce, Shoper or PrestaShop. See Connect a connector.
2. Set the mappings. Pair the shop's order statuses, payment methods, sources, delivery methods and carriers with yours, and decide who sets the order status. See Mappings.
3. Choose how often orders are fetched. On the integration's page, under Order synchronization, choose every 15, 30 or 60 minutes. From then on, new orders arrive without anybody clicking. See Change how often orders are fetched.
4. Match the products. The lines of incoming orders are matched to your products by their codes. A line that is not matched can be matched by hand once, and the next orders use that match. See How matching works.
5. Optional. Add your own rules that react when something happens, for example when an order changes status. See Automation rules.

If you enter all orders by hand, you do this under Sales → Orders → New order instead.

10. Invoicing

What it gives you: invoices with correct numbers from your own company.

You do not have to invoice in Complaia. No order, warehouse or shipment step needs an invoice, so you can keep issuing invoices in the program you already use. If you do invoice in Complaia, you can still pass the invoices to your accounting software. See Pass invoices to another program.

To invoice in Complaia:

1. Go to Finance → Sales entities and open the entity the setup wizard created. Check its invoice numbering. If you continue the numbering from another system, set the next number. See Set up numbering and Change the next number.
2. For a seller in Poland: connect KSeF, Poland's national e-invoicing system. See KSeF & e-invoicing. If you sell to consumers in other EU countries under the One-Stop Shop (OSS) scheme, set it up too. See OSS returns.

Pass invoices to another program

1. Go to Finance → Invoicing.
2. Filter the list, for example by issue date, so that it shows the invoices you want to pass on.
3. Click Export CSV or Export UBL at the top of the list, and confirm. UBL stands for Universal Business Language.

Export CSV gives one file with every document and its status, for a spreadsheet or for accounting software that reads CSV files. Export UBL gives files in UBL, a standard e-invoice format that many accounting programs can import. It includes issued documents only, without drafts and cancelled ones. One export holds up to 2000 documents. You need the Finance: export permission. See Send, download, print, export.

11. Try it end to end

What it gives you: a check that everything you set up works together, before real customers depend on it.

A sales order

1. Go to Sales → Orders → New order and enter an order, or wait for one from your shop. See Orders.
2. Reserve the goods under Warehouse → Order handling → Stock reservation. See Stock reservation.
3. Pack the order into a box under Warehouse → Order handling → Order packing. See Order packing.
4. Create the shipment from the order. See Fulfilment & shipments.
5. Hand the boxes over: to a courier under Shipment handover, onto your own route under Loading or in the mobile app, or to the customer at personal pickup. This is when the goods leave stock.
6. Invoice the order. On the order's Invoices tab, click Create draft from order. See Invoicing. If you invoice in another program, skip this step.

A production order

Only if you manufacture.

1. Create a production order from a sales order, or for stock, under Production → Production orders. See Create from a sales order and Create an order for stock.
2. Plan it under Production → Planning: drag it onto a workstation, or click Distribute automatically. See Assign an order to a workstation and Distribute orders automatically.
3. At the workstation, a worker starts the order and reports the pieces made, on a kiosk, in the mobile app or in the browser. See Shop-floor execution.
4. Move the finished goods from the workstation into a warehouse. Only then can they be reserved and shipped. See Move finished output into a warehouse.

How work flows through Complaia shows the whole chain on one page.

When it doesn't work

What you see	Why	What to do
You have used all your accounts when you add a user	Every seat in your plan is taken by an active account	Deactivate an account you no longer need, or add seats. See Subscription & billing
There is no area to choose when you create a POS terminal	A terminal needs a production area	Create one under Production → Configuration → Production areas, also in a company without production
A courier is not offered when you create a shipment	The courier is not connected yet	Connect it, see step 8b
Orders from your shop do not arrive	The integration is paused, or fetching is set to manual	Check the integration's page. See Automation rules
Package layout changes are blocked. Settle the items below. above a product's parcels	The product already has stock or open warehouse operations	Change only the size or weight, or settle the listed items first. See Change the parcel layout
Warehouse actions are refused with a message that stocktaking is in progress	A stocktaking session is open and the warehouse is frozen	Post or cancel the session. See The freeze
POS PIN is missing in the mobile app	The person's role does not have Production: Reporting	Set the PIN on a kiosk instead, or add the permission to the role
A step of this page points at a menu entry you do not have	Your role does not include it, or the company runs without production	See Modules and missing screens

Related

• Register your company: what happens before this page
• Setting up your workspace: the setup wizard, the step before this page
• Interface & navigation: the sidebar, lists, search and your profile
• Core concepts: workspaces, roles, seats, stock
• How work flows through Complaia: one order from start to finish
• Roles & permissions: deciding who may do what