Glossary
Domain terms used across ColdIQ and Indian cold-storage operations.
The structured source for these definitions lives at docs/help/_meta/glossary.yaml.
A
Acceptance — A single received lot of stock, the unit an inward creates and an outward draws against. Each acceptance carries its own remaining-bag count, so a client's live stock is the sum of their open acceptances.
Auto-bill — The billing run that fires automatically on a successful outward. It resolves the client's rate card and writes a bill number; if no card matches, the delivery still completes and you re-bill the receipt later.
Auto-close — Automatic state transition driven by a nightly job: an unsigned Bond is auto-voided past its expiry window, and a Release Order past its validity date is auto-expired.
Assigned Locations — The set of locations a user (or a client) is bound to under per-user location scope. A scoped user sees only records at their assigned locations; a client can belong to many locations and is visible to staff scoped to any of them.
At gate pill — The topbar count of vehicles waiting to be recorded today in the viewer's accessible locations; refreshes about every 30 seconds, quiet at zero, amber while trucks wait, red past a busy threshold, and links to the gate queue board.
B
Bag — The base counting unit for stock. Inward, outward, bonds, and release orders all reckon in whole bags.
Bag size — The pack size of a stored unit (e.g. 50 kg). Rate cards can be pinned to a bag size, and a card can carry a different per-bag rate per bag size; an inward that mixes bag sizes cannot use a bag-size-pinned card.
Billing Effective Date (BED) — The optional per-lot date that starts the billable storage clock, set apart from the operator's deposit (acceptance) date. The canonical billing start is COALESCE(billing_effective_date, acceptance_date, created_at), so charges accrue from the BED when one is set. Lot eligibility — whether a lot counts as open / in storage — still keys on the acceptance date; only the day-count for charges starts at the BED. Set it on the Stock Inward form (optional) and edit it on View Records (an edit records a required reason) until the first bill is raised against the lot, after which it is locked. BED replaces the old rate-card Grace Period mechanism.
Bin — A storage unit within a floor, holding individual slots.
Bond — A warehouse receipt a depositor pledges to a bank as collateral against stored stock. Issued through a single-page form (numbered sections: Depositor / Pledge stock / Rate / Bank), it sits in Pending signed until a signed copy is photographed back, flipping it to Active. Active bags are reserved and can leave only through a Release Order.
Bond number — The identifier assigned to a bond on issue, in the form BND-{LOCATION}-{YEAR}-{NNNN} (e.g. BND-LCS-2026-0042).
Bill line window — A persisted per-pricing-window slice of a storage bill line: one row per rate-card window overlapping the lot's storage horizon, recording the date range, type, rate, bags, days, and amount. Captured before the engine collapses the windows into a single line, so it is historical truth immune to later rate-card edits.
Bill per day — A per-rate-card toggle that, when ON for a month-based rate card, prorates storage by the actual number of days the bags stayed in each calendar month (split at month boundaries) instead of charging a whole month for a partial month. Inert on non-month rate units.
Bin start number — A per-floor build-time setting in the Bulk Setup wizard that anchors a floor's first bin at a chosen number (1–9999); e.g. set 100 and the floor's bins become Bin-100, Bin-101, … . Blank/0 keeps the automatic Bin-{100×floor + n} scheme. Because two floors can then share a bin code, bin codes become unique per floor rather than per chamber.
C
Capacity — The maximum bags a storage unit (slot, bin, chamber, or location) can hold. Bond capacity is the bag count a bond was issued for, against which release orders are authorized.
Chamber — The second level of the warehouse hierarchy, a temperature-controlled room within a location. Contains floors → bins → slots.
Client — The account a stored lot belongs to. Onboarded under Setup → Clients with a unique phone, optionally a GSTIN. Same party as the depositor.
Collateral — Stored stock pledged to a bank to secure a loan, represented in the app by a Bond that reserves the pledged bags.
Commodity — The product being stored (e.g. potato, chilli). Declared under Setup → Commodities, optionally refined by variety and grade.
cap_mode (Bulk Setup mode) — The layout toggle at the top of the Bulk Setup wizard choosing how a facility's floors are configured: uniform (every floor identical), per-floor grid (one varying floor stack applied to every chamber), or per-chamber (each chamber configured separately via an accordion).
Chain Report — An optional report that traces one stock movement end to end — lot → outward → bill → payment — as one row per delivered segment, with in-store bags shown as their own row. Has a receipt-# filter and clickable lot, outward, and bill modals.
Client Account Statement — An optional per-depositor ledger report listing every charge (invoice) and credit (payment) chronologically with a running balance, opening with the pre-period opening balance and closing with the outstanding balance. Includes a Type column (Invoice / Payment / refund).
Client to location assignment — An explicit membership tying a client to specific locations (the client_locations table). Required (at least one) when creating a client under per-user location scope, auto-added when stock first goes inward for a client at a location, and backfilled at upgrade from prior stock/bond/reservation history.
Cost Simulator — An optional Billing feature for modelling billing revenue before it is invoiced — with Operator What-If, Forecast, and Sales Quote use-case tabs, an input rail (scope, horizon, projection, rate-override sliders), live KPI results, saveable scenarios, and a Sales Quote PDF export.
D
Depositor — The client whose goods are stored. May act through a named representative at handoff.
F
FIFO lot picking — First-in, first-out selection of source lots. On an outward against bonded stock the system picks the oldest live bonded lots first; with auto-consume enabled the oldest Active RO with capacity is chosen automatically.
Floor — A level within a chamber in the warehouse hierarchy, holding bins.
G
Grade — The quality classification of a commodity variety (e.g. A / B). Optional third level of the commodity definition.
Gross stock — The total bags physically in a slot or held by a client, before subtracting bags reserved by active bonds. Contrast with net stock.
GSTIN — Goods and Services Tax Identification Number, the depositor's tax id shown on bonds and bills. Stored against the client.
Gate Pass — A lightweight record a watchman raises when a truck reaches the gate, before any stock entry — it captures the vehicle, driver, and rough load, gives the vehicle a queue position and a printable token, and is later picked up by Staff doing the real Stock Inward or Outward. An optional feature gated by the gate_pass feature flag and the gate_pass_queue page key.
Gate pass token — The driver-facing slip identifying a gate pass: a daily sequence number (#1, #2, …) over a durable code such as GP-20260623-007, printable as a PDF to hand to the driver.
Gate queue lane — One state of the Gate Pass life cycle shown on the queue board: At gate (just arrived, awaiting recording) → Recorded (stock entered, awaiting exit) → Exited (truck has left), plus a Rejected lane for vehicles turned away at the gate.
H
Hamali — Handling / labour charge for loading and unloading. Billed via a handling rate card; a successful outward can generate a separate Handling Charges receipt alongside the storage bill.
L
Location — The top level of the warehouse hierarchy, a physical facility holding chambers. Its short code appears in bond numbers.
Lot — A distinct batch of received stock, identified by a client-supplied lot reference (or mark). One acceptance row per lot; outwards draw bag-by-bag from open lots.
Lot reference — The client's own identifier for a batch, captured on inward and carried through to delivery. Also called the mark.
M
Mandi — The local agricultural market where commodities are traded and priced.
Mark — A label or lot-reference a client uses to identify their batch of bags. Recorded on inward.
N
Net stock — Gross stock minus bags reserved by active bonds — the bags actually free to ship without a Release Order. The net-stock chip turns red when an outward reaches into bonded bags.
O
Occupancy — How full a storage unit is, bags used against capacity. Drives the capacity summary on the dashboard.
Over 100% bucket (Warehouse Grid) — A capacity-heatmap legend band/filter on the Warehouse Grid for slots holding more bags than their declared capacity — the signal that stock was double-stocked, mis-attributed at intake, or imported on top of existing bags. Over-capacity is allowed; the grid surfaces it rather than blocking it.
P
Pending signed — The state a bond holds between issue and activation. The bags are not yet reserved; the bond becomes Active only when a signed copy is photographed back, and is auto-voided if left unsigned past the expiry window.
Pledge — The act of committing specific lot slots' bags as collateral when issuing a bond. The per-slot pledges must sum to the bond bag count.
Page-inherited action — An in-page action (button such as run-report, add-bag-size, create-record) whose access is gated by its host page's RBAC rule rather than a separate matrix column — it inherits the page key's resolved roles (page rule → module rule → registry page default → registry module default) via the action_access decorator.
Per-location letterhead — A per-Location override of the document letterhead (name, address, contact details, GSTIN, logo) edited from Setup → Locations → Letterhead. Each field inherits the tenant default when left blank, so documents raised against a branch print that branch's identity.
Per-user location scope — An optional feature that ties a user to one or more locations so they only see data (clients, stock, bonds, bills, gate passes, reports) for those locations. Tenant Admin and Executive are always tenant-wide; the platform super-admin is always unrestricted.
R
Rate card — The pricing rule auto-billing uses to cost an outward: per-bag storage rate, optionally pinned to a bag size, with handling (hamali) cards billed separately. Can be locked in at inward or resolved at billing time.
RateCard Details — The inline detail on an Auto-Close preview row's Rate card column. Surfaces the matched storage rate card's Level, per-unit rate, and effective-from/to window straight in the row, mirroring the bill-PDF wording, so an admin can confirm which card will price an open lot before the year-end cron fires.
Release Order (RO) — The bank's authorization that lets bonded stock leave the warehouse. Raised against a parent bond, it records the authorized bag count, carries evidence of the bank instruction, and is consumed bag-by-bag on outward until fulfilled. RO number is <bond-number>-RO<NN>.
Representative — A named agent acting for the client at handoff. Optionally selected on inward/outward and printed on receipts.
S
Slot — The lowest level of the warehouse hierarchy and the unit that holds bags. Breadcrumb order is Location / Chamber / Floor / Bin / Slot.
Soft delete — The archive-not-erase policy: user-facing deletes mark a row inactive rather than removing it, preserving history. Also called archive.
Standalone action key — A money action (Raise Bill, Waive Bill, Record Payment) flagged standalone in the RBAC registry so it keeps its own rule and never inherits from its parent page or module — granting the Billing page never widens who can run it. Destructive actions (Bond Void, Release Order Void) are NOT standalone: they sit on their own admin-only page key, so a sibling-page grant never widens them, but a tenant module-level grant on Bonds/Release Orders still can.
T
Tenant — An isolated warehouse account. Every row carries a tenant id; data is scoped per tenant so one facility never sees another's stock, clients, or bills.
Topbar brand — The ColdIQ platform lockup shown in the app shell. It is the same for every tenant on every plan; there is no per-tenant logo or company name in the topbar (and no plan upgrade adds one). The dormant white_label_branding feature flag no longer grants a custom topbar brand. This is the on-screen app shell only — documents keep each tenant's own company name, logo, and GSTIN.
V
Variety — A sub-classification of a commodity (e.g. a specific cultivar). Optional second level under commodity, above grade.
Verandah — The hold area where an inward (or a staged outward pickup) waits for Manager approval. Stock in the Verandah is not yet live — it does not appear in the Stock list or net-stock totals until approved.