Cash operations: pay-in, payout, collection — Paloma365 Classic (Windows POS)

This article covers Paloma365 Classic, the POS application for Windows. Besides sales, the POS tracks cash in the drawer: pay-ins, payouts, cash collection (encashment) at shift close, and transfers between cashboxes.

Overview

The money module is tied to the cashbox assigned to the workplace; if none is assigned, the POS reports that the "Money" module is not on and asks to select a cashbox in the account settings. The drawer balance starts from the opening float: when a shift opens, the POS asks "Specify the amount at the beginning of the shift". The current balance is available via "Cash report" — see POS reports.

Where to find it

On the cash screen press "Cashbox" to open "Cash related operations" with the buttons "Cash+" (pay-in), "Expense from the register", "Cash transfer", "Top-up deposit account", "Withdrawal from deposit account", "Cash report", "Account deposit" and "Account withdrawal" (bank operations). Below is the journal of money documents — it lists all pay-in, payout, transfer and bank documents (including those with a send error) and is not limited to the current shift. The "Status" column shows whether each document reached the server: "Sent", "Not sent" or "Error sending".

Pay-in

Press "Cash+" and fill in: "Customer" (required, otherwise "Customer is not chosen"), the income category, "Sum" (required: "Transaction sum is not specified") and "Comment". With a fiscal register connected, a "Fiscal operation" switch ("Yes"/"No") appears. Press "Accept" and confirm — on success the POS shows "Operation successfully finished!" and prints a slip on the receipt printer.

Good to know:

• Only a concrete counterparty. Selecting a counterparty group is refused: "Can not operate with the group of customers".
• Duplicate protection. If the new operation exactly matches the previous one (same employee, counterparty and sum), the POS asks again: "Previous operation was with the same parameters. Proceed the operation?" — so an accidental repeat cannot slip through. While the operation runs, the "Accept" button is locked against a second press.
• Slip printing can be disabled with the local setting "Do not print a receipt when withdrawing / replenishing money at the cash register" (POS local settings, "Redundant data control" section).
• Fiscal operation. The switch position is remembered and pre-set on the next operation. The amount on the fiscal receipt is rounded to a whole number. For the ePos and qPos online registers fiscal pay-ins/payouts are unavailable — the switch is off and locked. A fiscal receipt is printed for cash operations only; bank operations ("Account deposit"/"Account withdrawal") never go through the fiscal device. If the fiscal device returns an error, the POS shows "Error while processing the operation!" and no document is created.
• Categories in the list come from the dashboard: only those marked to be shown on the POS appear — income categories for pay-ins, expense categories for payouts. With an empty list the POS reports that category display is not configured ("Displaying of expenses is not configured") — ask the administrator to set up the categories.

Payout

"Expense from the register" opens the same window in payout mode ("Cash withdrawal") with an expense category — use it for supplier payments and other cash expenses. "Account deposit" / "Account withdrawal" work the same way but against the bank account, without changing the drawer.

Cash collection (encashment)

If "Cash out by the end of the shift" is enabled, at shift close the POS prompts "You must process the encashment" and opens the "Encashment" window:

• "Cashbox" — where the money goes (required: "You must choose the cashbox");
• "Sum in the cashbox" — the balance calculated by the POS;
• "Encash" — the amount you actually take out;
• "Difference" — the gap between the two.

Entering more than is available triggers the prompt "Entered sum is more than available. Are you sure you want to continue?". Shift closing itself is covered in Shift close and Z-report.

Transfer between cashboxes

"Cash transfer": pick the target "Cashbox", enter the category, "Sum" and "Comment", press "Accept".

Transfer specifics:

• the cashbox list does not include the workplace's own cashbox — you cannot transfer money to yourself;
• the transfer posts immediately on "Accept", with no confirmation question and no success message — check the sum before pressing;
• the POS does not check the balance: you can enter more than the cashbox holds, so type carefully — a mismatch will surface in reports.

Common issues

• "Ошибка перемещения средств из кассы: введенная сумма больше чем есть в наличии" (the amount is larger than the cash on hand) — you are transferring more than the register holds. Check the balance and lower the amount.
• "Ошибка при внесении денег в кассу" (error while paying money in) — the pay-in was not saved; the exact reason is on the next line, usually the outlet database. Repeat it, and message us here if it persists.
• "Permission denied!" — pay-in, payout and transfer each have a separate employee right, while both bank operations ("Account deposit" and "Account withdrawal") are covered by one shared right; rights are configured by the administrator in the back office.
• "Shift has not started" — cash operations require an open shift.
• Deposit buttons missing — they appear only when the deposit (loyalty) system is enabled for the outlet.
• "Account deposit" / "Account withdrawal" buttons missing — the bank buttons are hidden by the local setting "Скрыть кнопки операций со счетом в кассире" (hide bank-account operation buttons; POS local settings, interface section). Untick it to bring them back.
• "Error accessing cloud services" and all buttons disabled — with WebKassa, the whole cash-operations window is blocked while the cloud is unreachable. Restore the internet: the POS re-checks about once a minute and unlocks the buttons itself.
• "Not sent" / "Error sending" — check the internet; for a send error, tap the document row to repost it. This works for pay-ins, payouts and bank operations; a cash transfer with a send error cannot be reposted from the POS.

FAQ

Do I have to collect the full amount?

No. Enter the amount you remove in "Encash"; the float you leave shows in "Difference".

Where do I enter the morning float?

In the "Specify the amount at the beginning of the shift" window when opening the shift.