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Cash operations, deposits, the Options window and permissions — Paloma365 Classic (Windows POS) ​

This article covers money operations on the Paloma365 Classic POS for Windows: cash in and cash out, bank account operations, transfers between cashboxes, customer deposits, the cash report, the buttons of the "Options" («Опции») window, and how the POS checks employee permissions.

  • Where: cashier screen → "Cashbox" («Касса») button → "Cash related operations" («Кассовые операции») window.
  • How to enable: the workplace must have a cashbox assigned in the Paloma365 web dashboard. Otherwise the POS shows ""Money" module is not on! …" («"Денежный" модуль не включен! …»).
  • Buttons: "Cash+" («Поступление в кассу»), "Expense from the register" («Расход из кассы»), "Cash transfer" («Перемещение из кассы»), "Top-up deposit account" («Пополнение депозита»), "Withdrawal from deposit account" («Снятие с депозита»), "Cash report" («Отчет по кассе»), "Account deposit" («Поступление на счёт»), "Account withdrawal" («Расход со счёта»).
  • Log columns: document type, status ("Sent" «Передан» / "Not sent" «Не передан» / "Error sending" «Ошибка отправки»), date, sum, item, customer/cashbox, note.
  • Notes: the "Cashbox" button is not shown in the «Администратор зала» (Hall administrator) interface. With the WebKassa online cash register and no cloud connection, the buttons are locked with "Error accessing cloud services" («Ошибка доступа к облачным сервисам»); the POS rechecks about once a minute.

Cash in ("Cash+") ​

  • Where: "Cash related operations" → "Cash+" («Поступление в кассу») → the «Поступление денег в кассу» window with customer («Контрагент:»), income item («Статья доходов:»), sum («Сумма:») and comment («Комментарий:») fields → "Accept" («Принять»).
  • Requirements: an open shift (otherwise "Shift has not started!" «Смена не открыта!») and the employee's cash-in permission (set in the dashboard).
  • Items: only income items marked to be shown in the interface; item groups are not listed.
  • Checks: a customer is required ("Customer is not chosen!" «Не выбран контрагент!»), a customer group cannot be used ("Can not operate with the group of customers" «Нельзя выполнить операцию для группы контрагентов»), the sum is required ("Transaction sum is not specified" «Сумма операции не указана»). The POS asks "Proceed the operation?" («Выполнить операцию?»).
  • Notes: the document is saved as "Not sent" and uploaded to the dashboard by synchronization.

Cash out ("Expense from the register") ​

  • Where: "Cash related operations" → "Expense from the register" («Расход из кассы») → "Cash withdrawal" («Изъятие денег из кассы») window with the expense item field («Статья расходов:») → "Accept".
  • Requirements: the employee's cash-out permission; everything else as for cash in (open shift, required customer and sum, confirmation question).
  • Items: only expense items marked to be shown in the interface.

Bank account operations: "Account deposit" and "Account withdrawal" ​

  • Where: "Cash related operations" → "Account deposit" («Поступление на счёт») / "Account withdrawal" («Расход со счёта») → "Bank deposit" («Пополнение денег в банке») / "Withdrawal from bank account" («Изъятие денег из банка») window with the account field («Счет:»).
  • Permissions: both buttons check one and the same employee permission for bank account operations.
  • Default account: taken from the workplace settings in the dashboard.
  • How to hide the buttons: Settings → "General settings" («Общие настройки») tab → "Interface settings" («Настройка интерфейсов») group → «Скрыть кнопки операций со счетом в кассире» checkbox (hide bank account buttons for the cashier).
  • Notes: bank operations are never printed on the fiscal register; with "Fiscal operation" on, the bank document is simply saved without a slip. In both windows the item field is labelled «Статья расходов:», although "Account deposit" lists income items.

Fiscal cash in and cash out ("Fiscal operation" switch) ​

  • Where: the cash in and cash out windows → "Fiscal operation" («Фискальная операция») switch ("Yes" «Да» / "No" «Нет»).
  • When shown: only if the outlet uses a fiscal register (outlet flag in the dashboard) or an online cash register plugin is enabled.
  • How it works: the POS remembers the switch position. With "Yes" the operation is printed on the fiscal register. If the register returns an error, "Error while processing the operation!" («Ошибка при выполнении операции!») appears and the document is not saved.
  • Notes: the sum is sent to the register rounded to a whole number. In fiscal mode no regular slip is printed and "Operation successfully finished!" («Операция успешно завершена!») is not shown. For ePos and qPos the switch is off and locked.

Cash in/out slip and how to turn it off ​

  • Default: after a non-fiscal operation the POS prints a slip and shows "Operation successfully finished!" («Операция успешно завершена!»).
  • How to turn off: Settings → "Receipts and reports" («Чеки и Отчеты») tab → "Redundant data control" («Управление избыточными данными») group → "Do not print a receipt when withdrawing / replenishing money at the cash register" («Не печатать чек при снятии / пополнении денег в кассе»).
  • Notes: with this checkbox on, the success message is not shown either, and duplicate protection does not work (operation parameters are not remembered). With "Fiscal operation" on, only the fiscal register document is printed.

Protection against a repeated cash operation ​

  • Where: cash in/out window → "Accept" → question "Previous operation was with the same parameters. Proceed the operation?" («Предыдущая операция была с теми же параметрами. Выполнить операцию?»).
  • How it works: the POS compares the new operation with the last one (employee, customer, sum, etc.). Parameters are kept until the program restarts and are remembered only after a non-fiscal operation with a printed slip.

Income and expense items for cash operations ​

  • Where configured: in the dashboard, «Статьи доходов/расходов» (income/expense items) directory; an item appears on the POS only if «Показывать в интерфейсе» (show in interface) is ticked. The POS receives items by synchronization.
  • What is listed: cash in — income items; cash out and cash-out at shift close — expense items; transfer — all marked items. Groups are not listed.
  • If there are none: pressing the item selection button shows "Displaying of expenses is not configured!" («Не настрено отображение статей на кассе!», spelled as in the program).

Transferring money to another cashbox ​

  • Where: "Cash related operations" → "Cash transfer" («Перемещение из кассы») → the «Перемещение денег в кассу» window with cashbox («Касса:»), item («Статья:»), sum and comment fields → "Accept".
  • Requirements: an open shift and the employee's money transfer permission. The receiving cashbox is chosen with the cashbox button and is required — otherwise "You must choose the cashbox" («Необходимо указать кассу»).
  • Notes: the transfer is posted immediately, with no confirmation and no slip. The POS does not check whether there is enough money — check the sum before pressing. The document is uploaded by synchronization.

Topping up and withdrawing a customer deposit ​

  • Where: "Cash related operations" → "Top-up deposit account" («Пополнение депозита») / "Withdrawal from deposit account" («Снятие с депозита») → "Customer's deposit account top-up" («Пополнение депозита клиенту») window with customer, sum and "Search by customer code" («Поиск по коду клиента») fields → "Accept".
  • When the buttons show: only if the outlet has «Использовать депозитную систему» (use deposit system) enabled in the dashboard.
  • Requirements: the employee's deposit top-up / withdrawal permission or the outlet password «Пароль: Клиент» (Customer password); an open shift. Internet is required unless offline deposits are allowed for the account (otherwise "No internet connection..." «Отсутсвует интернет соединение...»).
  • Confirmation: "Are you sure you want to deposit to the customer …" («Вы уверены, что хотите начислить контрагенту …») or, for withdrawal, "Are you sure you want to withdraw from customer …".
  • Notes: top-up offers the «Создать документ-поступление» (create cash-in document) checkbox (not shown for withdrawal). If ticked, the cash-in window opens with the customer and sum filled in; the deposit is credited only if that window is accepted.

Cash report and deposit report ​

  • Where: "Cash related operations" → "Cash report" («Отчет по кассе») → "Cash report" («Отчет по деньгам») window → "Form on cash data" («Сформировать по кассе») / "Form on deposit account data" («Сформировать по депозитам»).
  • Requirements: the employee's cash report permission. Without internet the report is available only if offline deposits are allowed for the account (otherwise "No internet connection..."). "Form on deposit account data" shows only with «Использовать депозитную систему» enabled.
  • Synchronization: if cash-in, cash-out or transfer documents are not uploaded yet, the POS offers to sync ("You need to synchronize the data in order to get the most accurate data."). After you agree, the report window does not open — press the button again. Cash data comes from the cloud for the synced shift; if the shift is not uploaded yet — "Shifts aren't synchronized" («Смены не синхронизированны»).
  • Notes: the window shows "Last cashbox data synced date" («Дата актуальных данных по кассе»). The report template is edited in Settings → "Receipts and reports" → "Cashbox" («Касса») button.

Offline cash report (no cloud request) ​

  • Where: Settings → "Receipts and reports" («Чеки и Отчеты») tab → "Systemic control" («Системное управление») group → "Offline cash register report" («Кассовый отчет офлайн»).
  • What changes: opening a shift from the employee login screen asks "Specify the amount at the beginning of the shift:" («Укажите сумму на начало смены:»); "Form on cash data" is built from the POS's own data without a cloud request; no sync is required before the cash-out at shift close.
  • Notes: the start-of-shift amount window appears only with this checkbox. Opening a shift with the button on the cashier or sales screen does not show it. The amount is not filled into the transfer window automatically.

Resending a cash document with "Error sending" status ​

  • Where: "Cash related operations" → click a row with "Error sending" («Ошибка отправки») → the document window opens → correct it → "Accept".
  • How it works: after "Accept" the document is queued for upload again and goes out with the next sync. Works for cash in, cash out and bank account operations.
  • Notes: the error text returned by the server is written into the document note. Transfer documents with a sending error cannot be reopened from this list.

Uploading cash documents to the dashboard ​

  • How it works: cash in, cash out, transfers and bank account operations are uploaded automatically by background synchronization when the cloud is reachable. No cashier action needed.
  • Statuses: after a successful upload the status becomes "Sent" («Передан»); if the server rejects the document — "Error sending" («Ошибка отправки»).
  • Notes: while the fiscal register is printing, the upload of cash documents is postponed.

The "Options" window: order operations and additional functions ​

  • Where: cashier screen → "Options" («Опции») → groups "Operate with orders" («Работа со счетами») and "Additional functions" («Дополнительные функции»).
  • How it works: operations apply to the order selected on the cashier screen. If none is selected, for "Unlock the order", "Split the bill", "Dish transfer", "Change the payment type" and "Change the employee" the POS offers to pick an order from the shift list — this needs the final report permission or the outlet password «Пароль: Итоговый отчет». Otherwise — "Choose order!" («Счёт не выбран!»).
  • Hidden buttons: with business type "Retail store" («Розничный магазин») or "Beauty saloon" («Салон Красоты») (Settings → "Program appearance" «Вид программы» → "Type of business" «Тип заведения») the buttons "Unlock the order", "Split the bill", "Stop-list", "Dish transfer", "Table placement map" are hidden. In the «Администратор зала» interface "Receipt copy", "Change the payment type" and "Return" are hidden.

Unlocking a printed order ("Unlock the order") ​

  • Where: cashier screen → "Options" → "Unlock the order" («Разблокировать счет»).
  • Permissions: the employee's unlock permission or the outlet unlock password. If no password is set in the dashboard, the POS shows "To unlock the order you need to set the password!" («Для разблокировки счета необходимо установить пароль!») and does not unlock.
  • Conditions: only a printed, unpaid order; otherwise "Check is closed..." («Счет закрыт...») or "Order is not locked..." («Счет не заблокирован...»).
  • Notes: on success — "Order №N was unlocked!" («Счет №N был разблокирован!»); the action is logged and other workplaces get a notification.

Splitting an order ("Split the bill") ​

  • Where: cashier screen → "Options" → "Split the bill" («Разбить счет»).
  • Permissions: the employee's split permission or the outlet split password.
  • Conditions: only an open order: not printed ("Order is printed..." «Счет распечатан...»), not paid ("Check is closed..." «Счет закрыт...») and with an employee assigned («К счету не привязан сотрудник...» — no employee assigned).

Receipt copy for a paid order ​

  • Where: cashier screen → "Options" → "Receipt copy" («Копия чека») → question «Распечатать копию чека №…?» (print a copy of receipt №…?).
  • Password: the outlet password «Пароль: Печать копии чека» is requested; if it is not set, the copy prints without a password.
  • Conditions: works for a paid order; for an unpaid or unselected one the window shows "Choose order!" («Счёт не выбран!»).
  • Notes: not available in the «Администратор зала» interface.

Refund for a paid order ("Return") ​

  • Where: cashier screen → "Options" → "Return" («Возврат»).
  • Permissions: the employee's refund permission or the outlet refund password. If no password is set, the POS shows "To refund you need to set the password!" («Для возврата необходимо установить пароль!») and does not proceed.
  • Conditions: if some orders are not uploaded, the POS first offers a sync («Внимание! Будет проведена синхронизация данных»); an open shift is required ("Shift has not started!").
  • Notes: the button exists only in the "Cashier" («Кассир») interface; it is hidden in «Администратор зала».

Moving dishes between orders ("Dish transfer") ​

  • Where: cashier screen → "Options" → "Dish transfer" («Перенос блюд»).
  • Permissions: the employee's dish transfer permission; there is no outlet password for this operation.
  • Conditions: only an unprinted, unpaid order (otherwise "Order is printed..." or "Check is closed...").

Changing the payment type of a paid order ​

  • Where: cashier screen → "Options" → "Change the payment type" («Изменить вид оплаты»).
  • Permissions: the same as for refunds: the employee's refund permission or the outlet refund password.
  • Conditions: an open shift; if some orders are not uploaded, the POS offers a sync first. Only a paid order of the current shift can be changed.
  • Notes: not available in the «Администратор зала» interface.

Changing the order's employee ("Change the employee") ​

  • Where: cashier screen → "Options" → "Change the employee" («Сменить сотрудника») → employee selection window.
  • Permissions: the employee's permission to change the order employee (no outlet password).
  • Conditions: an order with no employee, or an unprinted and unpaid order. Otherwise — "Change employee only on active or unprinted bills!" («Сменить сотрудника можно только у незаблокированного или нераспечатанного счета!»). On success — "Employee was successfully changed!" («Сотрудник у счета был успешно изменен!»).

Stop-list from the "Options" window ​

  • Where: cashier screen → "Options" → "Stop-list" («Стоп-лист»).
  • Permissions: the employee's stop-list permission or the outlet password «Пароль: Стоп-лист».
  • Notes: hidden for business types "Retail store" and "Beauty saloon".

Order history ("Bill history") ​

  • Where: cashier screen → "Options" → "Bill history" («История счета») → table with "Item" («Товар»), "Action" («Действие»), "Date" («Дата»), "Employee" («Сотрудник») → "Close" («Закрыть»).
  • Permissions: no password.
  • What it shows: the order's items (action «в счете», "in the order") and recorded actions on the order — deletions, unlocks, payment and so on — from the POS's local database.
  • Notes: if no order is selected, the table is empty.

Table designer from the "Options" window ​

  • Where: cashier screen → "Options" → "Additional functions" group → "Table placement map" («Дизайнер столов»).
  • Permissions: the employee's table designer permission.
  • Notes: hidden for business types "Retail store" and "Beauty saloon".

Label printing from the "Options" window ​

  • Where: cashier screen → "Options" → "Additional functions" group → "Label printing" («Печать этикеток»).
  • Permissions: the employee's label printing permission.

How the POS checks permissions: employee rights and outlet passwords ​

  • Where configured: in the dashboard — employee rights and outlet passwords; the POS gets them by synchronization.
  • Check order: if the employee has rights configured and the needed right is off — "Permission denied!" («Недостаточно прав!»), no password prompt. If the employee has no rights configured but the outlet has a password for the operation — the POS asks for it (wrong password — "Wrong password!" «Неверный пароль!»). With neither rights nor a password — the operation is allowed.
  • Exceptions: for the order unlock, refusal, discount, refund, stock remains report and material report passwords, an empty password means "denied" with a hint to set one.
  • Right only, no password: cash in and cash out, money transfer, bank account operations, changing the order employee, dish transfer, table designer, label printing, cash report — allowed when the employee has no rights configured.

Opening and closing a shift on the sales screen in "Retail" mode ​

  • How to enable: Settings → "Program appearance" («Вид программы») → "Type of business" («Тип заведения») = "Retail" («Розница»). The sales screen gets "Start the shift" («Открыть смену») / "End the shift" («Закрыть смену») (one of them, depending on shift state) and "Report" («Отчет»).
  • Report: a window with "Final report" («Итоговый отчет») and «X-Report». "X-Report" is active only with a fiscal register or online cash register; "Report" is unavailable while the shift is closed.
  • Closing: only with no unpaid orders — otherwise "Can not end shift, until all orders are payed!" («Нельзя закрыть смену, если есть неоплаченные счета!»); moving orders to the next shift is not offered here. Then: cash-out — if "Cash out by the end of the shift" («Инкассировать при закрытии смены») is enabled; Z-report — only with a fiscal register or online cash register, the outlet option «Снимать Z-отчет при закрытии смены» enabled and X-report access (employee right or outlet X-report password); then terminal shifts are closed, reports printed, and the sales screen closes.
  • Notes: before closing, the POS asks "Do you want to end the shift?" («Хотите закрыть смену?»). If cash-out on shift close is enabled and you answer "no" to "You must process the encashment" («Необходимо выполнить инкассацию») or close the cash-out window without completing it, the shift stays open. Opening the shift with the button on this screen does not show the start-of-shift amount window.