Business operations glossary
Each entry explains a term the way BusinessIntents uses it: what the record holds, who acts on it, which status it moves through, and what it creates next.
Terms are grouped by business area and link to the feature or step-by-step workflow where you can see them on screen.
Missing a term, or unsure how one applies to your business? Write to office@codbex.com.
How to read the glossary
A word such as invoice, approval, or stock means something specific once it is a record in BusinessIntents: it has a number, a status, a responsible group, and a place in a workflow. The entries below describe that behavior. Status names in capitals, such as DRAFT or ISSUED, are the status values shown on the record.
Sales and customers
The CRM pipeline, sales documents, corrections, and the payments that settle them.
A master-data record for someone you sell to, with VAT and registration numbers, payment terms, credit limit, currency, and price list. It is the counterparty on every sales invoice, sales order, delivery note, and customer payment.
Open the featureA prospect who has shown interest but is not a customer yet, worked by a sales owner. Buttons move it from new through contacted to qualified or disqualified, and converting it creates a customer or an opportunity.
Open the workflowA deal in progress with an expected value, win probability, and close date; the weighted value is recalculated on every save. It moves through pipeline stages and closes as won or lost, and Create Quotation turns it into an offer.
Open the workflowA priced offer to a customer with product lines, a valid-until date, and conditions. It is sent, then accepted or declined, expires by itself when its date passes, and Generate Sales Order copies it into an order.
Open the workflowA customer order with lines, totals, and the store that will fulfil it, numbered when it is created. The Approver group confirms or rejects it; the goods issue and the invoice are separate documents that refer back to it.
Open the workflowA request for payment, not a tax document: it has no tax event date and creates no VAT liability. Once confirmed, Generate Invoice creates the draft sales invoice and the proforma switches to INVOICED.
Open the workflowThe invoice to a customer. It moves DRAFT → APPROVED → ISSUED → SENT → CONFIRMED, receives its gap-free number only at issue, and cannot be edited after that. PARTIAL and PAID are set automatically as payments arrive.
Open the workflowA recipe for recurring billing: a customer, lines, and a monthly, quarterly, or yearly recurrence. On the first day of each period every active template creates one draft invoice, which then goes through the normal approval.
Open the workflowOne incoming payment, recorded like a line on a bank statement. On save it settles the customer's open invoices in the same currency, oldest first; any remainder stays as customer credit for the next issued invoice.
Open the workflowA separate document that corrects an issued invoice downward. It names the invoice and the reason, is approved and then issued, and takes its number from the same series as sales invoices.
Open the workflowThe mirror of a credit note: it corrects an issued invoice upward with an additional amount due. It follows the same approve-and-issue flow and the same numbering series.
Open the workflowA one-click cancellation of an issued invoice that nothing has been paid against. The invoice keeps its number, which is never reused, and drops out of overdue lists and payment settlement. Once anything is paid, a credit note is needed instead.
Open the workflowThe credit limit is the most a customer may owe you; an empty field means no limit. If an approved invoice would take the customer over it, a Credit Hold task asks the Approver group to proceed or cancel.
Open the workflowThe number of days a customer has to pay. When the Due field is left empty, a new sales invoice sets its due date to the invoice date plus these days; a date you choose yourself is kept.
Open the featurePurchasing and stock
Sourcing, supplier documents, stores, and the stock ledger behind every quantity.
A master-data record for a company you buy from, with tax, bank, and contact details and payment terms. It is the counterparty on every purchase order and purchase invoice.
Open the featureA request that lists the products and quantities you want to buy, sent to several suppliers. Each answer is recorded as a supplier quote with its own prices; the selected quote generates a purchase order.
Open the workflowA priced order to a supplier for delivery to one of your stores, numbered when it is created. The Approver group confirms or rejects it; receiving the goods and registering the supplier's invoice are separate documents.
Open the workflowA supplier's bill, registered under the supplier's own invoice number. It receives an internal registration number when the Approver group approves it, and the Payer group marks it paid.
Open the workflowA quantities-only document, with no prices or approval, that records what was sent to a customer from a store. It is usually created in one click from a posted goods issue.
Open the featureA warehouse or shop where stock is held and moved. Every stock document and every stock movement belongs to a store.
Open the featureThe quantity of a product in a store, always calculated live from the stock ledger. There is no separately maintained stock figure that can drift out of date.
Open the workflowOne line in the stock ledger: a product, a store, a signed quantity in or out, its cost, and the document that caused it. Goods receipts, goods issues, transfers, returns, and adjustments move stock only when they are posted.
Open the workflowA count of what is actually in a store. When it is posted, the system compares the counted and recorded quantities and turns every difference into a single count adjustment.
Open the workflowA catalogue item with a code, prices, a base unit of measure, and a default tax rate. Choosing it on a document line fills in the price, unit, and tax rate, which you can still change.
Open the featureA product whose type is Service. It can be sold on orders and invoices but is never tracked in stock. Not to be confused with the Services module, which handles support tickets.
Open the featureThe unit in which a quantity is counted, such as piece, kilogram, or hour. Each unit has a translated name, standard codes, a conversion factor, and a rounding rule; every product has a base unit.
Open the featureFinance, accounting, and people
Accounting entries, company settings, and the HR, project, and service records employees work with.
A balanced set of debit and credit lines on active accounts, written by hand or created as a draft from documents such as issued invoices. The Accountant group posts it only when debits equal credits; the posted entry is final.
Open the workflowThe way a posted journal entry is corrected: a new entry with the same lines and negated amounts, linked to the original. Voiding an issued invoice creates its storno automatically.
Open the featureThe tree of accounts that journal entries post to. BusinessIntents ships the Bulgarian national chart with every account inactive until you activate the ones you use; only active accounts at the lowest level accept postings.
Open the featureAn accounting period opened for each company, moving from open to closed to locked. Opening balances, including open receivables and payables, are entered against it.
Open the featureA VAT rate from the tax-rate list, such as standard, reduced, zero, or exempt. Every document line calculates VAT with its own rate, and the base rate is the default for new lines.
Open the featureThe date of the taxable event, recorded on sales invoices and on credit and debit notes. It is required in Bulgaria and is usually the document date; a proforma invoice has none.
Open the featureCurrencies are kept in a list with dated exchange rates. Each company has a base currency that pre-fills new invoices and payments; a payment settles an invoice only when the currencies match exactly.
Open the featureThe profile of your own legal entity: name, VAT and registration numbers, manager, contacts, base currency, and bank accounts. The base company is pre-filled as the issuing company on every new document.
Open the featureA person record with job title, manager, and contact details. It connects a signed-in user to their personal records, and the manager field is used to route approvals.
Open the featureOne project for one month, with a line per employee and hours booked on a calendar. Employees submit their hours, a manager approves and locks them, and Generate Invoice creates a draft sales invoice.
Open the workflowLeave booked on a calendar and counted in working days, without weekends and public holidays. The system checks the remaining entitlement, a manager approves or rejects, and approved days come from the oldest entitlement year first.
Open the workflowA monthly run that calculates one read-only payslip for each employee with a salary that month, using the year's contribution scheme. The Approver group posts the run, after which it is final.
Open the workflowAn employee's request to be reimbursed, with one line per expense. The employee submits it, the Approver group approves or rejects it, and the Payer group records the reimbursement.
Open the workflowA billable engagement for a customer, with tasks and a team whose billing rates are set per employee. While a project is active, a timesheet for it is prepared automatically each month.
Open the workflowA booking with a customer made by clicking a free 30-minute slot on a calendar grid. It is an optional module, added on request.
Open the workflowA request or problem from a customer, supplier, or employee, handled by the support Agent group in a chat thread with internal notes. It moves from new through in process to closed with a solution, or cancelled.
Open the workflowWorkflow and platform
Roles, tasks, statuses, and the controls that apply to every record in every app.
Enterprise resource planning: one system for the core operations of a business instead of separate tools. BusinessIntents connects sales, purchasing, inventory, people, projects, services, and accounting on one shared set of records.
See the platformCustomer relationship management. In BusinessIntents it is the sidebar group with Leads, Opportunities, and Quotations: the pipeline from first contact to an accepted offer and a sales order.
Open the featureA ready-to-run combination of modules and shared data for one kind of business, such as Professional Services, Retail, Wholesale, Construction, or Logistics. Every app works in the same way.
See how it worksWhere a person works. The application is the main operational workspace; the Personal workspace shows only the signed-in employee's own records, with their Inbox as the home page.
See how it worksThe product switcher at the top of the screen. It narrows the sidebar to one area of work, such as Billing, Purchase, or Payroll, and hides the groups that area does not use.
See how it worksA role is the work a person does; in BusinessIntents it is a user group such as Approver, Issuer, Payer, Manager, or Accountant. Groups decide which actions a person has and which tasks reach them.
Open the role viewWhat a person may see and do, granted through their user groups. Read-only users see the lists they are allowed to see without New, Edit, or Delete, and personal pages show only the user's own records.
See the platformA workflow step, such as approve, issue, post, or pay, sent to a user group. It appears in the Inbox of every member; the person who claims it takes it out of colleagues' queues.
See how it worksThe coloured badge on a record that decides which actions are valid and who receives the next task. It changes only through buttons and Inbox tasks, never by editing a field.
See how it worksA workflow step with Approve and Reject. Approve moves the document to its next status; Reject takes a separate path, so a rejected document never passes through the approved state.
See how it worksA document that has reached a final state, such as an issued invoice or a posted journal entry, and can no longer be edited. Corrections go through a void, a credit note, or a reversing entry.
See how it worksNumbers are assigned automatically from a series for each document type and company. Invoices receive their real, gap-free number only when they are issued, so a cancelled draft never uses one.
See how it worksEach time a sales invoice or a credit or debit note is issued, a versioned PDF copy is stored on the record. It can be downloaded but not replaced or deleted, so it shows exactly what was issued.
Open the featureEach app has its own reports and dashboard figures, and each module lists the reports it provides together with the rules for which records they count.
See how it worksThe Export button on every list and report downloads exactly the rows in view, with your filters applied, as a CSV file that opens in Excel with Cyrillic text intact.
See how it worksChanging documents, fields, approval paths, reports, or print templates to fit how a business works. It is agreed on request, after a review against a real workflow.
See the platformReading notes
Keep these points in mind when you use the glossary.
The entries describe how BusinessIntents works. They are not legal, tax, accounting, or payroll advice; check local requirements with your adviser.
Terms follow the English and Bulgarian interface. Status values are written in capitals, as they appear on the record.
Administrators can rename the statuses and lists shipped with the product, so your installation may show different names for the same step.
Each entry links to the feature or workflow page that describes the screens, fields, and automatic actions in full.
Continue the evaluation
The pages the glossary draws on, from the operating model to each workflow.
Shared records, groups, statuses, and documents.
Open page →Workflow libraryEvery documented workflow, step by step.
Open page →Product detailThe fields, statuses, and reports of each module.
Open page →Team viewThe same terms organized around each team's work.
Open page →Decision-stage questions
A void cancels an issued invoice that nothing has been paid against; the invoice keeps its number. A credit note is a separate, numbered document that corrects an issued invoice downward, and it is the route once any payment has been made.
No. A Service is a product type for sellable work that is not kept in stock. The Services module is the support desk that handles tickets.
They are the status values shown on the record, such as DRAFT, ISSUED, or POSTED. Writing them as they appear makes a glossary entry easy to match to the screen.
No. It explains how BusinessIntents records and processes each item. Requirements for your country and business should be confirmed with your accountant or legal adviser.
Next step
Start the free demo and follow one document from draft to posted entry, or write to office@codbex.com with a term you would like explained.
Missing a term, or unsure how one applies to your business? Write to office@codbex.com.
