Account sign-in, cloud sync and working offline — Paloma365 Classic (Windows POS)

How the POS signs in to the cloud account, how and when it exchanges data with the web dashboard, what keeps working without internet, and which sync service buttons are available in the POS settings.

Signing in to the cloud account on the login screen

• Where: the "Paloma365" login window → fields "Paloma365 account login" («Логин "Личного кабинета Paloma365"», hint "Example: Paloma365Account"), "Workplace login" («Логин "Рабочего места"», hint "Example: Point of sales"), ""Workplace" password" («Пароль "Рабочего места"», hint "Point of sales password") → "Remember" («Запомнить») checkbox → "Enter" («Вход») button.
• Setup: the workplace login and password are created in the web dashboard. With "Remember" ticked, the POS stores the login and password on the computer and signs in by itself next time.
• What the POS receives on sign-in: outlet and workplace data, the list of connected plugins and the program payment status.
• Messages:
  • one of the three fields is empty — "Incorrect login and password!" («Неверно введены логины или пароль!»);
  • the cloud rejected the sign-in — the POS shows the server's reply text, which states the reason;
  • sign-in failed with no reply from the cloud (for example, no internet and no earlier sign-in on this POS) — "Incorrect login and password..." («Неверно введены логины или пароль...»);
  • "Server response: …" («Ответ сервера: …») appears when the automatic sign-in at startup failed or the cloud sent a service message about the account.
• Buttons: "Support" («Поддержка») opens support contacts, "Exit" («Выход») closes the login window and the program.

Automatic sign-in at POS startup

• Where: at startup the splash screen shows "Authorization in cloud..." («Авторизация в облаке...»); if sign-in succeeds, the login window is not shown.
• How it works: the POS first tries to resume the saved session, then signs in with the saved login and password (if "Remember" was ticked).
• How to reset: the "Change account" («Сменить аккаунт») button in the POS settings ("Account settings" («Настройки аккаунта») tab). The POS first warns you to make sure all bills are uploaded and the shift is closed. The button ends the session, sets the current local database aside, erases the program's saved settings on this computer and restarts the program.
• Note: when you exit the program, the POS ends its cloud session.

Signing in without internet

• Where: login window → "Enter". If the cloud is unreachable, the POS checks the entered credentials against the ones saved on this computer.
• Condition: this POS needs at least one successful sign-in with internet — that is when it saves the workplace credentials for offline sign-in. Without it, the first start without internet fails with "Incorrect login and password...".
• Notes: once the connection is back, the POS re-checks the login and password in the cloud in the background. If the cloud rejects them (password changed, access revoked), the saved offline credentials are erased and the next offline sign-in will fail. The program payment status for an offline sign-in is taken from data saved on the POS.

Automatic background sync with the cloud

• Where you see it: in the status line of the start screen with a running bar: "Sync" («Синхронизация»), "Receiving data" («Получение данных»), "Sending data" («Отправка данных»), "Loading remains" («Загрузка остатков»), "Clearing temporary data" («Очистка временных данных»), "Cash related operations" («Кассовые операции»), "Warehouse documents" («Складские документы»), "Founding documents" («Документы основания»), "Data adjustment" («Корректировка данных»), and with TUVIS connected — "TUVIS transactions" («ТУВИС операции»).
• Interval: every 4 minutes; the first run is 3 seconds after start. A full exchange is done only by the POS with "This PC performs sync" ticked. On other terminals (or when sync is disabled) the interval is 8 minutes and only the account and outstanding-balance check runs.
• Every cycle: authorization; receiving changed catalogs and settings (items, prices, menu, employees, rights, clients, discounts, tables, payment types, etc.); uploading bills, shifts, logs, stop list and settings; stock remains (if the stock warning is enabled in the dashboard).
• Every 5th cycle in addition: cash operations (cash in, cash out, transfers), warehouse documents, client balance adjustment, cleanup of old already-uploaded data. From time to time the POS updates the local database structure using scripts from the cloud.
• Notes: sync does not start while a payment is in progress. If changes affecting the menu and items arrive, the POS reloads the menu.

Starting sync manually from the start screen

• Where: start screen → "MENU" («МЕНЮ») → "Sync" («Синхронизация») → confirmation "Attention! By pressing yes, you will launch the data sync" («Внимание! Будет проведена синхронизация данных»).
• When the button is available: only on the POS that syncs the outlet ("This PC performs sync" ticked and "Disable sync" («Выключить синхронизацию») not ticked). While there is no cloud connection the button is greyed out.
• Notes: a manual run performs the full cycle (like every 5th automatic one) and re-requests the account's outstanding balance. If a sync is already running, the tap is ignored.

"Data received" and "Data sent" on the start screen

• Where: start screen, the text "Data received: <date and time>" («Данные получены») and "Data sent: <date and time>" («Данные отправлены»). Before any data — "NOT RECEIVED" («НЕ ПОЛУЧЕНО») and "NO DATA" («НЕТ ДАННЫХ»).
• How it updates: the text is redrawn when each sync cycle starts (about every 4 minutes) and shows the result of the previous cycle.
• Notes: "Data received" updates when changes to at least one catalog arrive from the cloud; "Data sent" — when at least one data group was uploaded successfully.

HTTP / HTTPS cloud connection indicator

• Where: start screen, the "HTTP" or "HTTPS" label, next to the outlet and workplace names.
• How it works: cloud availability is checked every 15 seconds; an actual request to the server is made no more than once a minute. With no connection the label turns red, the outlet and workplace names turn grey and the "Sync" button is disabled. When a sync cycle cannot reach the cloud, the text changes to "HTTP lost connection to the cloud" / "HTTPS lost connection to the cloud" («HTTP нет связи с облаком» / «HTTPS нет связи с облаком»); on the next successful run it returns to "HTTP" / "HTTPS".
• HTTP or HTTPS: "HTTPS" is shown unless "Disable HTTPS connection" («Отключить HTTPS соединение») is ticked in the POS settings ("Account settings" tab); otherwise "HTTP".
• Note: when the connection comes back, a POS that signed in offline re-checks its sign-in in the cloud.

Working without internet

• How it works: the POS works with the local database on the outlet's computer; data collected while offline is uploaded on the next successful sync. Nothing needs to be configured.
• Limits:
  • if the POS has not reached the cloud for 15 days, working interfaces do not open: "Program had no access to internet in the last 15 days. Connect the internet!" («Программа не имела доступ к интернету в течении последних 15 дней. Подключите интернет!»);
  • cloud deposit, points and certificate operations need a connection (see the next section);
  • online cash registers (cloud fiscalization) do not fiscalize without internet — see the fiscal registers article.

Operations that need internet at the moment they run

• Which: cloud client deposit (charge, top-up, balance), points, certificate check and redemption, client debt, receipt copy, the cash report built from cloud data.
• Messages: "No internet connection..." («Отсутсвует интернет соединение...»); for certificates — both when selling one and when paying a bill with one — "Can not sell a certificate without access to the internet!" («Невозможно продать сертификат без подключения к интернету!»), shown under the heading "Error updating certificate information..." («Ошибка обновления сведений по сертификату...»).
• Local deposit: if the local (offline) deposit is enabled in the web dashboard, deposits are charged and topped up on the POS and work without internet. The POS receives this flag from the cloud at sign-in.
• Cash report without internet: in the "Cashier" interface the cash report window opens offline only when the local deposit is enabled. Printing the report offline is possible only with "Offline cash register report" ticked (see below).
• Also unavailable offline: deposit top-up and withdrawal from the "Cashier" interface (unless the local deposit is enabled).

The "Offline cash register report" setting

• Where: POS settings → "Receipts and reports" («Чеки и Отчеты») tab → "Offline cash register report" («Кассовый отчет офлайн») checkbox.
• Default: off. Then printing the cash report requests data from the cloud (a connection is needed; on failure — «Не удалось получить остатки по кассе» (could not get cash balances)), and closing a shift with cash collection first requires uploading bills.
• When on: the cash report is built from the POS's local data, and closing a shift with cash collection does not require an upload first.
• Note: the setting also affects moving money between cash desks: the amount is filled in with the cash balance and cannot be edited.

Upload check when closing a shift

• Where: "Cashier" interface → close shift. If there are bills or cash documents not yet uploaded, you see "Attention!", "Amount of bills to sync: N." («Не выгружено счетов: N.»), "By pressing yes, you will launch the data sync"; after you confirm, the POS waits for it to finish with "Please wait, processing sync" («Подождите, идет синхронизация»).
• When it is checked: only if "Cash out by the end of the shift" («Инкассировать при закрытии смены») is ticked (POS settings → "General settings" («Общие настройки») → "Additional modules" («Дополнительные модули»)) and "Offline cash register report" is off. The same check exists in sales mode.
• Notes: declining the sync in this dialog cancels closing the shift. After the shift is closed the POS always starts a sync by itself.

Instant upload of bills for QR payments

• When it is on: automatically, if Kaspi QR, Halyk QR or BePay payments are connected to the outlet (the flags come from the dashboard at sign-in).
• How it works: after a payment, printing and other bill changes (return, payment type change, bill split, etc.) the POS sends open bills and closed bills not yet uploaded to the cloud without waiting for the 4-minute cycle. In waiter mode and for tariff prepayment the upload is delayed by 2.5 seconds.
• Condition: works only on the POS that syncs the outlet. The same upload also runs at the end of every full sync cycle.

"This PC performs sync" — which POS exchanges data for the outlet

• Where: POS settings → "Sync" («Синхронизация») tab → "This PC performs sync" («Этот компьютер синхронизирует») checkbox.
• How it works: when several terminals share one database, one of them exchanges data with the cloud for the whole outlet. By default it is the first workplace that loaded settings; if the role is not assigned, the first POS to load settings takes it.
• Handing the role over: tick the checkbox on the target POS — the role moves immediately. The old POS stops syncing when it reloads its settings (after its own sync cycle, closing the settings window or a restart).
• Notes: on the POS that already syncs, the checkbox is locked when settings are opened — it can only be unticked right after ticking it, without closing the window. On terminals without the role the "Sync" button on the start screen is hidden and only the account and balance check runs; settings from the cloud are applied on every terminal (the database is shared). With a single-computer file database the checkbox is not shown.

The "Full sync" button — re-download catalogs

• Where: POS settings → "Sync" tab → "Sync control" («Управление синхронизацией») section → table list with checkboxes → "Full sync" («Полная синхронизация»).
• How to use: tick the tables you need (double-click the list to tick all) and press the button — the POS resets the last-received marks for those tables and starts a sync right away, downloading them again. If nothing is ticked, the button just starts an extra sync. The data is downloaded by the POS that syncs the outlet; on other POS terminals the button only runs the account check.
• Notes: the list shows technical English table names as in the database, not the usual catalog names. For the stock remains table the remains marks are reset as well.

The "Refresh the structure" button for the local database

• Where: POS settings → "Sync" tab → "Sync control" section → "Refresh the structure" («Обновить структуру»).
• What it does: resets the saved local database structure versions so the POS re-checks and applies the structure scripts from the cloud, and starts a sync right away. A cloud connection is needed; the structure is applied by the POS that syncs the outlet.
• Important: the button deletes all custom hotkey bindings — you will need to set them up again.

The "Not synced shifts and orders" button

• Where: POS settings → "Sync" tab → "Sync control" section → "Not synced shifts and orders" («Не выгружено счетов и смен»).
• What it shows: a message like "Not synced N receipts" («Не выгружено N счетов») — how many bills have not been sent to the cloud yet.
• Note: the POS does not show a separate unsent-bills counter on the start screen — check with this button.

The "Reload the receipt" button — send a bill to the cloud again

• Where: POS settings → "Sync" tab → "Reload the receipt" («Перезагрузить счет») → «Перезагрузка счета» (bill reload) window → «Выберите дату когда был закрыт счет:» (select the date the bill was closed), «Введите номер счета:» (enter the bill number) → «Перезагрузить счет» button.
• How it works: the POS removes the "uploaded" mark from the bill, and it goes to the cloud on the next sync.
• Messages: «Счет был успешно перезагружен!» (the bill was reloaded) or «Счет не найден!» (bill not found).
• When it helps: if a specific sale is missing from the web dashboard or differs from the POS.

Automatic cleanup of old bills in the local database

• Where you see it: in the background, every 5th sync cycle (status line "Clearing temporary data").
• Retention: set by an outlet setting in the web dashboard — delete bills older than 1 month or older than 3 months. Only bills already uploaded to the cloud, from closed shifts and not from the current shift, are deleted. POS logs older than a month are deleted too.
• Manual run: the "Delete receipts" («Удалить заказы») button (POS settings → "Sync" tab) runs the same cleanup with a 1-month period, but only works if the 1-month period is selected in the dashboard.

Product images on tiles and the WebP format

• Where: POS settings → "Sync" tab → "Use product images" («Использовать изображения товаров») checkbox, "Download" («Перекачать») button, «Использовать WebP (libwebp.dll)» (use WebP) checkbox.
• How it works: new and changed product images are downloaded in the background every time a sync cycle starts, into the "Documents\Paloma365_Pic" folder — regardless of the checkbox. "Use product images" only controls whether they are shown on tiles.
• "Download": available only with images enabled; deletes the downloaded images and starts a sync right away to download them again.
• WebP: the WebP format needs the libwebp.dll library next to the program. If it cannot be loaded, the checkbox is cleared with «Не удалось загрузить libwebp.dll. Проверьте наличие файла в каталоге программы и установите Microsoft Visual C++ Redistributable 2015–2022.» (could not load libwebp.dll — check the file is in the program folder and install Microsoft Visual C++ Redistributable 2015–2022).
• Tile layout: "Images on tiles" («Изображения на плитках»): "Text at the bottom" / "Text on top" / "Text on the side" — on the "Program appearance" («Вид программы») tab, available only with images enabled.

Cloud exchange timeouts

• Where: POS settings → "Sync" tab → "Response timeout:" («Время ожидание ответа:», default 60000 ms) and "Connection timeout:" («Время ожидания соединения:», default 25000 ms), each with an input button next to it.
• How to change: press the button next to the field and enter the value in milliseconds on the on-screen keyboard ("POST requests timeout" for the response, "GET requests timeout" for the connection). Values below 1000 or non-numeric ones are reset to the default.
• When to change: increase them on a slow internet connection if the exchange with the cloud is cut off by timeout.