Employee rights, operation passwords and time tracking — Paloma365 Classic (Windows POS)

A reference for Paloma365 Classic, the POS application for Windows: which operations are protected by employee rights and by trading point passwords, what the POS shows when access is denied, how time tracking works and how interface logins are logged.

How the POS decides: employee right or trading point password

• Employee rights are set in the web dashboard under "Employee Front-Office Rights" — one checkbox per operation ("Discount", "Return", "Summary report" and so on).
• Operation passwords belong to the trading point: "Automated Points" → the point → "Access" tab → the "Password: …" field (for example "Password: Discount").
• Order of checks: right enabled — the operation runs without a password. Right explicitly disabled — "Permission denied!" («Недостаточно прав!»), and no password is offered. No rights configured for the employee at all — the POS asks for the trading point password in an "Enter the password to …" («Введите пароль для …») window; a wrong password gives "Wrong password!" («Неверный пароль!»).
• Empty password: for most operations, with no rights configured and an empty password, the operation runs without a prompt. Exceptions — discount, item refusal, order unlock, return, and the «Остатки на складе» (stock) and «Материальная ведомость» (material statement) reports: there an empty password blocks the operation with a "you need to set the password" message.
• Right-only operations (no password): allowed when the employee has no rights configured; "Permission denied!" when the right is disabled.

Summary report: "Summary report" right or trading point password

• Where: "Cashbox" («Касса») screen → reports group → "Final report" («Итоговый отчет»); retail «Режим продаж» (sales mode) → "Report" («Отчет») → "Final report". The prompt reads «Введите пароль для "Итоговый отчет"».
• How to enable: the "Summary report" right or "Password: Summary report" on the trading point (see the order of checks above).
• On shift close: the summary report prints automatically if access is granted; the shift closes either way. Then "Do you want to print the reports?" («Хотите распечатать отчёты?») — answering yes without access to both the summary and the sales act reports shows "Report printing is inaccessible" («Печать отчётов недоступна»).
• Note: the same check applies when an order has to be picked from the full list in "Options" («Опции») — the prompt is then «Введите пароль для "Все"».

Sales act and extended sales act: right or trading point password

• Where: "Cashbox" screen → "Other reports" («Другие отчеты») → «Выберите отчет» (choose a report) → "Sales report" («Акт реализации») / «Расширенный акт реализации» (extended sales act) → prompt «Введите пароль для "Акт реализации"». Also after answering yes to "Do you want to print the reports?" on shift close.
• How to enable: the "Sales act report" right or "Password: Act report"; with no rights configured and an empty password — no prompt.
• Note: the report window lets you set grouping and sorting of the act (by name, quantity or amount).

X and Z reports: one "X-report" right or trading point password

• Where: "Cashbox" screen → "X report" («X отчёт») / "Z report" («Z отчёт»); before Z: "Do you really want to print Z-report? Fiscal shift will be closed!". Retail sales mode → "Report" → «X-Report». The prompt reads "X/Z Online cash" («X/Z Онлайн кассы»).
• How to enable: the "X-report" right or "Password: X-report". There is no separate Z right — the same one is used.
• Notes: "X report" is active only with a connected fiscal printer or online cash register; "Z report" is not available for every fiscal device type. In the «Администратор зала» (hall manager) interface the "X report" and "Cashbox" buttons are hidden. On retail shift close a Z report is taken if Z on shift close is enabled for the point and a fiscal printer is connected. If the fiscal shift exceeds 24 hours the POS offers a Z report; without access the offer is not shown.

"Paid" and "All" tabs on the Cashbox screen

• Where: "Cashbox" screen → "Paid" («Оплаченные») / "All" («Все») → prompt «Введите пароль для Оплаченные» / «Введите пароль для Все».
• How to enable: if "Password: Change cashier" is set on the trading point, it is asked on every press of "Paid" or "All" for any employee — rights are ignored.
• If that password is not set: access to the summary report is checked instead (the "Summary report" right or its password); the password prompt is then titled «Введите пароль для "Итоговый отчет"». After a successful check the lists stay open until you return to "Unpaid" («Неоплаченные»).
• Notes: "Unpaid" is always open. A wrong password shows "Wrong password!" and the list does not switch.

Order discount: "Discount" right or trading point password

• Where: sales screen → "Discount" («Скидка») panel (percentage for the whole order), amount discount panel, "Discount" button on an item → prompt «Введите пароль для "Скидки"».
• How to enable: the "Discount" right (no password asked with it) or "Password: Discount".
• Warning: with no rights configured and an empty discount password the discount is blocked: "To use discounts you need to set the password!" («Для скидки необходимо установить пароль!»).
• Notes: a discount on a saved item can be changed only when the order has no unsaved items — otherwise "Bill contains unsaved items." («В счёте есть не сохранённые позиции. Предварительно выполните сохранение.»). Hide the panel in "Settngs" («Настройки») → "Program appearance" («Вид программы») → "Hide "DISCOUNT"" («Скрыть "СКИДКА"»).

Service charge percentage: "Service" right or trading point password

• Where: sales screen → "Service" («Сервис») panel (order) or "Service" button on an item → prompt «Введите пароль для "Сервиса"».
• How to enable: the "Service" right (no password then) or "Password: Service %"; with no rights configured and an empty password — no prompt.
• Note: hide the panel in "Program appearance" → "Hide "SERVICE CHARGE"" («Скрыть "ОБСЛУЖИВАНИЕ"»).

Deleting an unsent item and reducing quantity

• Where: sales screen → item → delete, "−" or "Quantity" («Кол-во») → prompt «Введите пароль для "удаления из счета"».
• How to enable: the "Delete order item" right or "Password: Delete from order"; with no rights configured and an empty password — no prompt.
• Notes: with "−" and "Quantity" the check always runs, even if the quantity does not reach zero. The same check runs when leaving the sales screen while the order has items: via the "Exit" («Выход») button in sales mode; in «Официант» (waiter), «Салон» (salon) and «Тарификаторы» (tariffs) — when the window is closed with Alt+F4.

Refusing a sent item: right or trading point password

• Where: sales screen → an already sent item → delete → prompt «Введите пароль для "Отказа"».
• How to enable: the "Refuse order item" right or "Password: Refuse".
• Warning: with no rights configured and an empty refusal password the refusal is blocked: "To process the refusal you need to set the password!" («Для отказа позиции в счете необходимо установить пароль!»).

Changing item quantity: "Change item quantity" right (no password)

• Where: sales screen → item → "+", "−" or "Quantity"; without the right — "Permission denied!".
• How to enable: the "Change item quantity in order" right. Allowed if the employee has no rights configured. There is no password for this.
• Notes: quantity cannot be changed in the «Кассир» (cashier) and «Администратор зала» interfaces. "−" and "Quantity" also check access to item deletion. Tariff items, bracelet items and modifiers cannot have their quantity changed.

Item note: "Notes" right (no password)

• Where: sales screen → item → "Note" («Примечание») or "Manual notes" («Прим. ручные»); «Заявки» (requests) interface → item note. Without the right — "Permission denied!".
• How to enable: the "Notes" right; allowed if no rights are configured.
• Notes: the "Order note" («Примечание к счету») button for the whole order does not check the right, nor does typing a refusal reason manually. A saved item's note cannot be changed: "Item was saved, unable to add a note!". Item notes are unavailable in «Кассир» and «Администратор зала».

Changing an item price: right or trading point password

• Where: sales screen → item → "Change the price" («Изм. цену») → prompt «Введите пароль для "Изменение цены"».
• How to enable: the button appears only if price change from the POS is allowed for the trading point. Access — the "Change item price in order" right or "Password: Change price"; with no rights configured and an empty password — no prompt.
• Note: the price of a combo item or a saved item cannot be changed — the message appears before any password prompt.

Changing the order table: trading point password only

• Where: sales screen → "Table" («Стол») panel → prompt "Changing the table in receipt" («Изменение стола в счете»).
• How to enable: "Password: Change table". If set, it is asked of every employee — rights are ignored; empty — no prompt.
• Notes: in «Тарификаторы» the table cannot be changed. Hide the panel in "Program appearance" → "Hide "TABLE"" («Скрыть "СТОЛ"»).

Selecting a customer: "Select client" right or trading point password

• Where: sales screen → "Customer" («Клиент») panel → prompt «Введите пароль для "выбора "Клиента""».
• How to enable: the "Select client" right or "Password: Client"; with no rights configured and an empty password — no prompt.
• Notes: "Password: Client" is shared by customer selection, the journal (reservations) and deposit operations. The customer panel does not work in «Кассир». On denial the POS additionally shows "Wrong password!".

Adding a customer from the POS: right or trading point password

• Where: customer selection window → «Добавить клиента» (add customer); «Связанные клиенты» (related customers) window → "Create" («Создать») → prompt «Введите пароль для добавление клиента».
• How to enable: the "Add client" right or "Password: Add client"; with no rights configured and an empty password — no prompt.

Journal and reservations: "Client" password

• Where: "Cashbox" screen → "Reservation" («Бронирование»); «Салон» interface → "Journal" («Журнал») → prompt «Введите пароль для Журнал». Wrong password — "Wrong password!".
• How to enable: "Password: Client"; empty — no prompt.
• Note: employee rights are not checked here — only the password.

Unlocking a printed order: right or trading point password

• Where: "Cashbox" screen → "Options" → "Unlock the order" («Разблокировать счет») → prompt «Введите пароль для "Разблокировку"».
• How to enable: the "Unblock order" right or "Password: Unlock order".
• Warning: with no rights configured and an empty password — "To unlock the order you need to set the password!".
• Notes: the button is hidden when "Type of business" («Тип заведения», in "Program appearance") is "Retail store" («Розничный магазин») or "Beauty saloon" («Салон Красоты»). A paid order — "Check is closed" («Счет закрыт»); an unprinted one — "Order is not locked" («Счет не заблокирован»). If no order is selected, picking one from the full list requires summary report access.

Splitting an order: right or trading point password

• Where: "Cashbox" screen → "Options" → "Split the bill" («Разбить счет») → prompt «Введите пароль для "Разбиение"».
• How to enable: the "Split order" right or "Password: Divide"; with no rights configured and an empty password — no prompt.
• Notes: hidden for "Retail store" and "Beauty saloon". A printed order cannot be split ("Order is printed", «Счет распечатан»), nor a closed one; an order without an employee — «К счету не привязан сотрудник» (no employee linked to the order).

Receipt copy: trading point password only

• Where: "Cashbox" screen → "Options" → "Receipt copy" («Копия чека») → prompt «Введите пароль для "Копия чека"» → «Распечатать копию чека №…?» (print receipt copy No. …?).
• How to enable: "Password: Print receipt copy"; empty — no prompt.
• Notes: a wrong password shows no message — the "Options" window simply closes. The button is hidden in «Администратор зала». A copy prints only for a paid order, otherwise "Choose order!" («Счёт не выбран!»).

Return and "Change the payment type": "Return" right or password

• Where: "Cashbox" screen → "Options" → "Return" («Возврат») / "Change the payment type" («Изменить вид оплаты») → prompt «Введите пароль для "Возврат"» / «Введите пароль для "Смена оплаты"».
• How to enable: the "Return" right or "Password: Return".
• Warning: with no rights configured and an empty password — "To refund you need to set the password!" («Для возврата необходимо установить пароль!»).
• Notes: an open shift is required, otherwise the POS shows «Смена не открыта!». Both buttons are hidden in «Администратор зала». If documents have not been sent, the POS first offers to synchronize («Будет проведена синхронизация данных»): if you agree, the operation continues after the sync; if you decline, it is cancelled.

Dish transfer, table designer, label printing: rights only

• Where: "Cashbox" screen → "Options" → "Dish transfer" («Перенос блюд») / "Table placement map" («Дизайнер столов») / "Label printing" («Печать этикеток»); without the right — "Permission denied!".
• How to enable: the "Move items", "Table designer" and "Print label" rights. No password; allowed if no rights are configured.
• Note: "Dish transfer" and "Table placement map" are hidden for "Retail store" and "Beauty saloon"; "Label printing" is not.

Stop list: "Stop list" right or trading point password

• Where: "Cashbox" screen → "Options" → «Стоп лист» (stop list); sales screen → icon button with the "Stop-list" hint → prompt «Введите пароль для "Стоп-лист"».
• How to enable: the "Stop list" right or "Password: Stop list"; with no rights configured and an empty password — no prompt. The sales screen button is shown when "Program appearance" → "Show "Stop-list"" («Показать "Стоп-лист"») is on.
• Note: in "Options" the button is hidden for "Retail store" and "Beauty saloon".

Changing the employee of an order

• Where: "Cashbox" screen → order → "Options" → "Change the employee" («Сменить сотрудника») → "Choose an employee" («Выбор сотрудника») → "Select" → "Employee was successfully changed!".
• How to enable: the "Change employee" right; no password.
• Condition: possible for an unprinted unpaid order, or for an order with no employee (paid ones included). Otherwise "Change employee only on active or unprinted bills!".
• Note: if no order is selected, the POS offers the full list (summary report access required); if still none — "Choose order!". The button exists for every business type and in «Администратор зала».

The "Choose an employee" window

• Where: employee table → "Select" / "Cancel"; Enter selects, Esc cancels.
• Who is listed: system users who are not deleted and are linked to the current workplace; the first row is «БЕЗ СОТРУДНИКА» (no employee). In the salon the list is limited to employees with the «Салон», «Регистрация чеков» (receipt registration) or «Повар» (cook) interface.
• Notes: hotkeys are changed in "Settngs" → "Hotkeys" → ""Employee choosing" form". The window opens when changing an order's employee, when paying an order without an employee, and from the salon's employee panel.

Assigning an employee when paying on the Cashbox screen

• When: paying a printed, unpaid order that has no employee.
• How it works: the POS asks a question (in this version its text reads "Impossble to process order replacement", «Невозможно выполнить перенос счетов»). No — payment stops; Yes — "Choose an employee" opens; cancelling the choice — payment continues without an employee.
• Notes: paying from this screen is not available in «Администратор зала». On a save error — «Не удалось закрепить сотрудника "<name>" за выбранным счетом!» (failed to assign the employee to the selected order).

Master in a «Салон» (salon) order

• Where: «Салон» → sales screen → "Employee" («Сотрудник») panel → "Choose an employee".
• How it works: paying without a master opens the selection automatically; if nobody is chosen — "Employee was not chosen! Do you want to continue?".
• Note: with "General settings" → "Interface settings" → "Use tables in "Salon" interface" («Использовать столы в интерфейсе Салон») on, the "Table" panel is shown instead.

Cash operations: cash in, cash out, cash transfer (rights only)

• Where: "Cashbox" screen → "Cashbox" button → "Cash related operations" («Кассовые операции») → "Cash+" («Поступление в кассу») / "Expense from the register" («Расход из кассы») / "Cash transfer" («Перемещение из кассы»); without the right — "Permission denied!".
• How to enable: the "Cash receipt", "Cash withdrawal" and "Money transfer" rights. The window opens only if a cash register is set in the workplace settings in the dashboard; otherwise «"Денежный" модуль не включен!…» (cash module is not enabled).
• Notes: the "Cashbox" button is hidden in «Администратор зала». The "Cash withdrawal" right also governs «Расход денег из кассы» (cash expense) in a receipt document of the «Склад» (warehouse) interface.

Bank operations: account deposit and account withdrawal

• Where: "Cash related operations" → "Account deposit" («Поступление на счёт») / "Account withdrawal" («Расход со счёта»); without the right — "Permission denied!".
• How to enable: one "Bank expense" right covers both; allowed if no rights are configured.
• Note: the buttons can be hidden in "General settings" → "Interface settings" → «Скрыть кнопки операций со счетом в кассире» (hide account operation buttons for the cashier).

Cash report

• Where: "Cash related operations" → "Cash report" («Отчет по кассе»); without the right — "Permission denied!".
• How to enable: the "Cash report" right. An internet connection is required (unless offline deposit work is allowed); otherwise "No internet connection...".
• Note: with unsent documents the POS offers to sync ("You need to synchronize the data in order to get the most accurate data."). If you agree, sync runs and the report must be opened again; if you decline, the report opens right away.

Deposit top-up and withdrawal: rights or "Client" password

• Where: "Cash related operations" → "Top-up deposit account" («Пополнение депозита») / "Withdrawal from deposit account" («Снятие с депозита») → prompt «Введите пароль для пополнения депозита» / «Введите пароль для снятия с депозита».
• How to enable: the "Deposit replenishment" and "Deposit withdrawal" rights or "Password: Client"; with no rights configured and an empty password — no prompt. The buttons appear only if the loyalty (cumulative) system is enabled for the trading point.
• Note: an internet connection is required (unless offline deposit work is allowed); otherwise "No internet connection...".

Stock, material statement and marked goods reports

• Where: "Other reports" → «Выберите отчет» → "Products in stock" («Остатки на складе») / «Материальная ведомость» (material statement) / «Отчёт по маркированным товарам» (marked goods report) → prompt «Введите пароль для "Остатки на складе"» / «"Материальная ведомость"» / «"Отчёт по маркам"».
• How to enable: the "Material statement and stock" right (stock and marks), the "Material statement" right, or "Password: Remains report" / "Password: Material statement".
• Warning: with no rights configured and an empty password the report does not open: "To view the report for items in stock, you need to set the password!" / "To view the report "Material sheet", you need to set the password!".
• Notes: on denial a "Wrong password!" window with a hint on where to set passwords also appears. These prompt titles are always in Russian.

Returns, salon and refusal reports (rights only)

• Where: "Other reports" → «Выберите отчет» → «Отчет по возвратам» (returns report) / «Отчет по салону» (salon report) / «Отчет по отказам» (refusal report); without the right — "Permission denied!".
• How to enable: the "Returns report", "Beauty salon report" and "Refusal report" rights; allowed if no rights are configured.
• Visibility ("Program appearance" → "Type of business"): the salon report — only for «Не выбрано» (not selected), "Beauty saloon" and "Retail" («Розница»); the refusal report is hidden for "Retail store" and "Beauty saloon".

Stock right in warehouse documents

• Where: «Склад» interface → document → «Ост.» (stock) column, «Заполнить по остаткам» (fill from stock) button in inventory, «Учетное количество:» (book quantity) field in the item card.
• How to enable: the "Material statement and stock" right must be explicitly enabled. In a receipt the stock column is part of the extended view when the «Наценка» (markup) checkbox is ticked (remembered on this computer).
• Note: no password is asked and "Permission denied!" is not shown — without the right the elements are simply hidden.

Time tracking: when the POS shows the "Time tracking" button

• Where: "MENU" → "Time tracking" («УРВ») → «Учет рабочего времени» (time tracking) window.
• Conditions: the time tracking module is enabled for the account and time tracking is enabled for the trading point. Everything comes from the dashboard.
• Note: if the POS fails to read the time tracking parameters it shows "Error while loading parameters for work hours tracker." and hides the button.

Time tracking: clocking in and out with a code or magnetic card

• Where: time tracking window → «Пожалуйста, пройдите авторизацию» (please authenticate) → «Воспользуйтесь магнитной картой» (use your magnetic card — swipe it) or «Ввести код вручную:» (enter code manually) → on-screen keyboard «Введите пароль» (enter password) → «Добро пожаловать <name>» (welcome) or «До свидания <name>» (goodbye).
• How it works: the employee's personal POS login code is used. The first mark (or the one after leaving) is an arrival, the next is a departure. The employee must be a non-deleted system user; the workplace link is not checked for time tracking.
• Notes: an unknown code gives no message — the input is just cleared. Greetings and the «Введите пароль» title are not translated. Leave with "Close" («Закрыть»).

Time tracking: choosing a position on arrival

• Where: arrival mark → «Должность сотрудника» (employee position) window.
• How it works: one position — filled in automatically; none — the mark is saved without a position; several — choose one. Cancelling the choice means no mark is created.
• Note: the position is saved with the mark and sent to the dashboard; on departure the position of the last mark is used.

Time tracking: the "At work now" list

• Where: time tracking window → «Сейчас на работе» (at work now) → «Сотрудник» (employee) and «Время» (time) columns.
• How it works: employees whose last mark is an arrival are listed. If the arrival was not today (any earlier day), the time gets the «Вчера» (yesterday) label. The list refreshes when the window opens and after each mark.
• Note: the header shows the current date and time (time updates automatically).

Time tracking: sending marks to the dashboard

• How it works: unsent arrival and departure marks are sent automatically during POS synchronization, up to 10 marks per pass, whenever the cloud is reachable. Nothing needs to be configured.

Event log: employee entering and leaving an interface

• Where: "Settngs" → "Logs" («Логи») tab → "Log type:" → "Entering the interface" («Вход в интерфейс») / "Exiting the interface" («Выход из интерфеса») → event table (date filter and search).
• How it works: a record is created automatically each time an employee enters or leaves an interface, with the interface name and employee name.
• Note: the "Password entry" («Ввод пароля») and "Employee change" («Смена сотрудника») filter items are not tied to such events: "Password entry" always shows an empty log, and "Employee change" actually shows order-view events.