Mappings

Every shop and marketplace has its own names: its own order statuses, payment types, sales platforms, delivery methods and couriers. A mapping tells Complaia which of your statuses, payment methods, order sources and carriers each of those matches. On the same page you also decide which system leads: whether a status change travels from the shop to Complaia, from Complaia to the shop, or not at all.

Where to find it: Integrations → Integrations → Integration list. Open an integration: the mappings are sections on its page

When you'll use it

• Right after connecting a shop, marketplace or hub, before the first real orders arrive.
• You want status changes made in Complaia to appear in the shop, or the other way round.
• Fetched orders show the payment method Other or an order source you did not expect.
• You want a carrier suggested when you create a shipment for a fetched order.
• You want tracking numbers to appear on the marketplace under the right courier.

Key concepts

There are five kinds of mapping. Which sections you see depends on the connector. Courier integrations have none.

Mapping	Pairs	Connectors
Status mapping	The other system's order status → your order status	Allegro, Apilo, Base, WooCommerce, Shoper, PrestaShop
Payment method mapping	The other system's payment type → your payment method	Apilo, Base, WooCommerce, Shoper, PrestaShop
Order source mapping	A sales platform inside a hub → your order source	Apilo, Base
Delivery method from the platform	The other system's delivery method → your way of shipping	Allegro, Apilo, Base, WooCommerce, Shoper, PrestaShop
Carrier mapping	Your carrier → a courier on the marketplace's list	Allegro, Apilo, Base

• Mappings belong to one integration. Two shops connected separately are mapped separately.
• Adding a pair saves it at once. There is no Save button. Removing a pair asks for confirmation first.
• Each value of the other system can be paired once. A status, payment type or platform that already has a pair disappears from the list. Your side can repeat: two of the shop's statuses can both point to your status New.
• A paused integration's mappings cannot be changed. The sections show a note instead of the form for adding a pair.

Who sets the order status and payment

For each marketplace, hub and shop you choose which system leads. The choice is in the Order statuses and Order payments sections of the integration's page, and in the form when you connect.

Order status is set by has three options:

Option	What happens
Each system separately	Status changes do not travel in either direction. A new order starts with your default status.
The other system, for example Base	Every status change in the other system is brought into Complaia, according to the status mapping. A new order starts with the mapped status. Changes made in Complaia are not sent.
Complaia ERP (recommended) — named after Complaia; ERP stands for enterprise resource planning	Every status change in Complaia is sent to the other system, according to the status mapping. A new order starts with the mapped status. Later changes made in the other system are not brought in. A new integration starts with this option.

The payment is chosen in a similar way:

• For Base, Order payment is set by has the same three options. Base is the only system that can receive payments from Complaia.
• For the other systems it is a switch, Bring payment changes from … into Complaia ERP. When it is on, every change of the paid amount in the other system, for example a payment, reaches Complaia. A paid order does not go back to unpaid. When it is off, the payment stays as it was when the order was fetched. A new integration starts with the switch on.

Whenever the other system sets the status or the payment, the background task Changes in fetched orders runs at the order fetch interval. It checks orders already fetched and brings the changes. See Automation rules.

Without a status mapping, no status travels in either direction, whichever option you choose.

What happens without a mapping

Missing	Result
Status mapping	No status travels. A new order gets your default status. The status from the other system is still shown on the order as information.
Payment method mapping	The order gets one of your built-in payment methods when the payment matches it, for example Cash on delivery. Otherwise it gets Other. For Base, the order gets a payment method with the same name as in Base, and Complaia adds it to your payment methods.
Order source mapping	The order goes to the integration's own order source, named after the integration.
Delivery method mapping	When you create a shipment, Complaia shows only the delivery method's text and suggests no carrier.
Carrier mapping	Allegro receives the tracking number as "other carrier" and does not update the parcel's status by itself. Base does not accept the number at all, because it needs the courier. Apilo receives the number without a courier.

The screen

The mappings are sections in the left column of the integration's page:

• Order statuses — the status choice, then the Status mapping list. For Allegro, Apilo and Base the section has an Auto-map button.
• Order payments — the payment choice, then the Payment method mapping list. The Auto-map button works for WooCommerce and Apilo.
• Order source mapping — for Apilo and Base. Auto-map works for Apilo.
• Delivery method from the platform.
• Tracking numbers — the Automatic tracking push switch, then the Carrier mapping list.

Each list shows the pairs already made: the other system's value on the left, yours on the right, and a bin icon to remove the pair. If the other system no longer has a value, the row says so. Below the list are two fields and an Add button for a new pair.

The lists of your statuses, payment methods, order sources and carriers have a link at the bottom. It opens the screen where you can add a missing one. The link is shown only if your role may manage that list.

📷 Screenshot to add: a shop integration's page scrolled to the Order statuses section, with the status choice and two status pairs

Common tasks

Choose who sets the status and payment

1. Open the integration and find Order statuses.
2. In Order status is set by, choose an option. The text under the field explains what it does.
3. Confirm in the window that opens:
   • When you choose Complaia, the window says that from now on every status change is sent to the other system.
   • When you choose the other system, the window says how many open orders fetched earlier will get their status from it now. Completed and cancelled orders, and orders whose status was set by hand, stay as they are. Rules do not run for these changes.
4. In Order payments, set the payment choice or the switch in the same way.

If you choose an option that moves statuses but the integration has no status mapping yet, a warning asks you to add it.

Map order statuses

1. Open the integration and find Order statuses.
2. In Integration status, choose one of the other system's statuses. The list comes from that system.
3. In Internal status, choose your order status.
4. Click Add.
5. Repeat for every status you want to exchange.

For Allegro, Apilo and Base, Auto-map pairs the other system's standard statuses with your built-in statuses. It adds only missing pairs and keeps the ones you made. Your own statuses are not paired automatically.

If Complaia sets the status and some status changes did not reach the other system, the section shows how many. Send them with Sync orders and the option Send statuses to …. See Integrations → Fetch orders or products right now.

Map payment methods

1. Open the integration and find Order payments.

2. In the first field, choose or type the other system's payment type. The field differs by connector:

   Connector	Field	What to enter
   WooCommerce	Payment gateway (slug)	Choose a common gateway from the list, or type the gateway's key as the shop uses it
   Apilo	Apilo payment type	Choose from the list that comes from Apilo
   Shoper	Shoper payment ID (payment_id)	Type the payment's number from the shop
   PrestaShop	PrestaShop payment module (technical name)	Choose a common module, for example ps_wirepayment, or type the module's technical name
   Base	Payment method in Base	Choose from the payment methods of orders already fetched, or type the method exactly as it appears in Base

3. In Payment method, choose your method.

4. Click Add.

For WooCommerce and Apilo, Auto-map pairs the payment types whose names are identical to your payment methods. Check what it paired and add the rest by hand. On the other connectors the button explains why it cannot match anything.

Shoper and cash on delivery

Shoper does not tell Complaia that an order is cash on delivery. Complaia recognises it by the name of the payment method. Pair the shop's cash-on-delivery payment with your Cash on delivery method.

Map order sources

Hubs collect orders from several sales platforms under one account. This mapping decides which of your order sources each platform's orders get.

1. Open the integration and find Order source mapping.
2. Choose the platform:
   • Apilo — in Apilo platform, choose from the list that comes from Apilo.
   • Base — in Sales platform in Base, choose from the sales accounts of your Base account. If the list is empty, type the account's number.
3. In Order source, choose your source.
4. Click Add.

For Apilo, Auto-map pairs every platform whose name is identical to one of your order sources.

Map delivery methods

Orders from a shop or marketplace carry the delivery method the customer chose. This mapping turns it into a carrier suggestion when you create a shipment for the order. It does not create or change shipments.

1. Open the integration and find Delivery method from the platform.
2. In Delivery method in …, choose the other system's delivery method. The list fills by itself from orders already fetched. For Apilo and Base you can also type the exact text.
3. In Our shipping, choose how you ship it: own transport, personal pickup, other carrier, a courier with its service, or one of your carriers.
4. Click Add.

Map couriers

The marketplace needs to know which courier a tracking number belongs to.

1. Open the integration and find Tracking numbers.
2. In Our carrier, choose how you ship: Own transport, Other carrier, a courier you have connected (InPost, DHL, DPD, FedEx), or one of your carriers. Personal pickup cannot be chosen, because it has no tracking number.
3. In Carrier in …, choose the courier from the marketplace's own list.
4. Click Add.

Each of your carriers can have one pair. Several of your carriers can point to the same marketplace courier. A pair for one of your own carriers is used for its shipments. Other carrier covers the remaining shipments sent with the Other carrier method.

Send tracking numbers back

Available for Allegro, Apilo and Base.

1. Map your couriers.
2. In Tracking numbers, switch on Automatic tracking push and confirm. It is the same setting as Automatically send tracking in the connection form.

From then on, Complaia sends the number to the integration the order came from, as soon as the order's shipment has one:

Shipment method	Number that is sent
Own transport	The shipment's own number in Complaia
A connected courier (InPost, DHL, DPD, FedEx)	The tracking number the courier assigns, as soon as Complaia receives it
Other carrier, or one of your carriers	The tracking number entered on the shipment
Personal pickup	Nothing, because nothing travels

Also note:

• A number is sent once. Saving or refreshing the shipment again does not send it a second time.
• If the courier gives the number later than at dispatch, it is sent when Complaia first receives it. Click Refresh carrier status on the shipment to fetch it sooner.
• The last attempt appears under Last synchronization on the integration's page, in the row for sending tracking numbers, with the order number and the reason if it failed.
• While the integration is paused, nothing is sent. The numbers from that time are sent when you resume it.

Remove a mapping

1. Find the pair in its section.
2. Click the bin icon at the end of the row.
3. Read the window. It says what will change for new orders. Confirm.

The pair is removed at once. Orders that were already fetched keep their status, source and payment method. Removing the last status pair stops all status exchange with that system.

When it doesn't work

What you see	Why	What to do
The sections show a note instead of the Add button	The integration is paused.	Resume it. See Integrations.
The Integration status list is empty	The other system did not return its statuses. Its access has lapsed, or the account Complaia uses may not read them.	Click Test connection on the connection card.
A status you need is not in the Integration status list	It already has a pair.	Find its row in the list and remove it first.
A row says the value is no longer in the other system	The status, payment type or courier was deleted there.	Remove the pair and add a new one.
Statuses do not travel although you chose who sets them	The integration has no status mapping, or the status has no pair.	Add the pairs.
The key cannot change statuses in the shop (warning in Order statuses)	The WooCommerce or PrestaShop key has no write permission.	Fix the key's permissions, then click Test connection. See Connectors.
No sources matching by name were found.	Auto-map found no order source with an identical name.	Add such sources under Order sources, or pair them by hand.
No methods matching by name were found.	Auto-map found no payment method with an identical name.	Pair them by hand.
Orders arrive with the payment method Other	Their payment type has no pair and matches no built-in method.	Add the pair. Orders fetched from then on get your method.
Orders from a hub arrive under the integration's own source	The sales platform has no pair.	Add the pair.
A cash-on-delivery order from Shoper arrives as an ordinary order	Its payment method is not recognised as cash on delivery.	See the Shoper note under Map payment methods.
The Delivery method in … list is empty	No order with a delivery method has been fetched yet.	Wait for the first order. For Apilo and Base you can type the exact text.
The Carrier in … list is empty	The marketplace did not return its courier list.	Click Test connection and open the page again.
The tracking number shows on Allegro, but Allegro does not update the parcel's status	The carrier has no pair, so the number went as "other carrier".	Map the courier.
The tracking number of a courier shipment has not reached the marketplace yet	The courier has not given Complaia the number yet.	Open the shipment and click Refresh carrier status.

Permissions

To do this	You need
See an integration's mappings and settings	Integrations: View
Add or remove a pair, use Auto-map, change who sets the status and payment, switch Automatic tracking push	Integrations: Manage

Related

• Connectors — which system supports which mapping
• Automation rules — changes in fetched orders and status rules
• Order statuses · Order sources · Payment methods — your side of each pair
• Carriers — your own carriers
• Shipments — where tracking numbers come from