Item card on the POS: creating, editing, barcodes and the global item database — Paloma365 Classic (Windows POS)

This article covers Paloma365 Classic — the POS application for Windows. It explains how to create a new item or edit an existing one right on the POS, how the main and additional barcodes, PLU code and folders work, and how to look up an item by barcode in the global item database.

Creating a new item right on the POS (from a warehouse document)

• Where: the «Склад» (Warehouse) interface → open a document (receipt, sale, inventory or write-off) → the «Создать товар» (Create item) button → item card → "Save" («Сохранить»).
• Card fields: «Наименование:» (Name), «Цена:» (Price), «Ед. измерения:» (Unit), "Folder:" («Папка:»), «PLU код:» (PLU code), «Штрих-код:» (Barcode), «Дополнительные штрих-коды:» (Additional barcodes), «Национальный код:» (National code), and the «Весовой» (Weighed) and «Запрашивать марку» (Ask for marking code) checkboxes.
• Internet required: with no connection to the server, pressing «Создать товар» shows «Отсутвует подключение к серверу, создание товара невозможно!» (no connection to the server, the item cannot be created).
• Result: after saving you see «Товар добавлен» (Item added), the sales-mode menu refreshes by itself, and the new item opens straight away in the «Добавить в документ» (Add to document) window so you can enter the quantity.
• Notes:
  • Always fill in «Наименование:» — without a name the item is not created, even though the POS may still say «Товар добавлен».
  • The default folder is the menu root. Units come from the unit list that the POS receives from the web dashboard.
  • If the connection drops at the moment of saving, the card simply stays open with no message — check the internet and press "Save" again.
  • If the server rejects the item, «Не удалось вставить товар в бек» (failed to save the item on the server) appears — contact support.
  • The «Добавить в документ» window itself has no «Создать товар» button — use the button in the document window.

Editing an existing item on the POS ("Change item" button)

• Where: the sales screen → the "Change item" («Изменить товар») button → tap an item tile → item card → "Save". Also: «Склад» (Warehouse) interface → document → «Добавить в документ» window → the icon next to the «Товары:» (Items) field.
• How to enable: the "Change item" button exists only in the sales-mode interface and only when Settings → "Program appearance" («Вид программы») tab → "Type of business" («Тип заведения») is set to "Retail" («Розница»).
• How it works: after pressing it, the menu gets a blue frame — this is edit mode; pressing the button again turns it off. Folders open as usual; only item tiles open the card. After saving you see «Товар изменен» (Item changed) and the menu is rebuilt.
• Notes:
  • There is no separate permission for this: in this mode any employee can change an item.
  • If "Allow selling pieced items only by barcode" («Запрет продажи штучного товара не по штрихкоду») is on, a tile of an item that has a barcode will not open the card in edit mode (the POS shows "Given item can only be sold by scanning the bardcode" / «Данный товар можно продать только по штрихкоду»).
  • An empty name cannot be saved when editing.
  • The list of additional barcodes is overwritten as a whole on save.
  • Global database search is not available in a card opened for editing.
  • Internet is required; without a connection the save does not go through (the card stays open).

Generating a barcode for an item with one button

• Where: item card → the generate button to the right of the «Штрих-код:» (Barcode) field.
• How it works: the barcode is issued by the cloud server, so internet is required. On failure — «Не удалось сгенерировать ШК» (could not generate a barcode).
• Note: when an item is created through the "Completion act" («Акт комплектации»), the barcode is generated automatically and the name is filled in as «Товар #<barcode>».

Main barcode and the duplicate check («ШК уже есть в базе!»)

• Where: item card → the «Штрих-код:» field (scanner or keyboard), or the on-screen keyboard button titled «Укажите штрих-код товара» (enter the item barcode).
• Check: if another item already has this barcode — as main or additional — «ШК уже есть в базе!» (barcode already exists) appears and the card cannot be saved. With the on-screen keyboard the check runs immediately; when typing directly in the field it runs on save.
• Notes:
  • The check runs against the POS item database; when editing, the item itself is not counted as a duplicate.
  • The check is switched off by the "allow identical barcodes" setting in the cloud — the POS receives it at login. There is no such checkbox in the POS settings.
  • If you open the on-screen keyboard and close it without entering anything, the POS also shows «ШК уже есть в базе!» — you can ignore it.

Additional barcodes of an item

• Where: item card → the «Дополнительные штрих-коды:» (Additional barcodes) block. Type or scan a code into the field and press Enter — the code is added to the list. The on-screen keyboard button («Укажите штрих-код товара») only puts the code into the field; to get it into the list, press Enter after it as well. The delete button removes the selected line.
• Check: a code already used by another item is not added — «ШК уже есть в базе!». Entering a code that is already in the list is simply ignored.
• Notes:
  • There is no separate "add" button — a code gets into the list only on Enter. A code left in the field and not added to the list is not saved with the item.
  • The POS does not check whether an additional code matches the main barcode of the same new item; for an already saved item, its own main barcode is rejected as «ШК уже есть в базе!».
  • The list is saved together with the item; when editing, it is overwritten as a whole.

PLU code in the item card

• Where: item card → the «PLU код:» field → keyboard button (window "Enter a PLU-code" / «Введите PLU-код»).
• Check: if another item already has this PLU, saving shows «PLU уже есть в базе!» (PLU already exists) and the item is not saved.
• Note: the PLU is used when loading items to scales, for packing, and when searching an item by a weight-label code (see the "Search when scanning label" / «Поиск при сканировании этикетки» setting).

Item folder: choosing an existing one or creating a new one

• Where: item card → the "Folder:" («Папка:») field. The select button opens a window with the folder list, a "Search:" («Поиск:») field and "Up" («Вверх»), "Down" («Вниз») and "Select" («Выбрать») buttons; the second button clears the folder (the item goes to the menu root).
• New folder: if the typed name does not match any existing folder, a new folder with this name is created in the menu root in the cloud on save, and the item goes into it.
• Pitfall: the folder is matched by the beginning of its name. If the typed text matches the beginning of an existing folder's name, the item goes into that folder and no new folder is created. The on-screen keyboard button next to the folder field does not affect the folder choice.

"Weighed" and "Ask for marking code" flags

• Where: item card → the «Весовой» (Weighed — the item is sold by weight) and «Запрашивать марку» (Ask for marking code — the marking code must be scanned when selling) checkboxes.
• Note: the same flags exist in the window for adding an item from the global database — «Весовой товар» (Weighed item) and «Запрашивать марку».

Searching the global database by barcode from the item card

• Where: item card → the «Поиск товара в глобальной базе» (Search item in the global database) panel → search (magnifier) button.
• How to enable: the button is active only when Settings → "General settings" («Общие настройки») → "Search control" («Управление поиском») → "Show items from global database if not found" («Предлагать поиск по глобальной БД товаров») is ticked.
• How it works: enter the barcode in «Штрих-код:» and press the magnifier:
  • empty field — «Штрих-код не указан» (barcode not specified);
  • the item is already on the POS — «Товар с указанным Штрих-кодом уже присутствует в базе» (already in the database) or «…помечен на удаление» (marked for deletion);
  • otherwise the global database window opens; if no item is added — «Товар с указанным Штрих-кодом не найден в глобальной базе» (not found in the global database).
  • After an item is added from the global database, the card closes.
• Notes: the panel is absent when the card is opened from the global database window or from the "Completion act", and unavailable when editing an item. Internet is required.

Automatic global database lookup of an unknown barcode during sales

• Where: Settings → "General settings" tab → "Search control" → "Show items from global database if not found".
• How to enable: tick the checkbox (off by default). Then scanning a barcode that is not on the POS immediately opens the global database search window. With the checkbox off, the POS shows "«<code>» - Item wasn't found!" («Товар не найден»).
• Notes:
  • In the "Cashier" («Кассир») and «Администратор зала» (Floor manager) interfaces, item search by barcode on the order screen is not performed.
  • If ""Barcode" field for customer search" («Поле "штрихкод" для поиска клиентов») is on, the scanned code looks up a customer, not an item.
  • Internet is required.

Global item database window: choosing an item, your price and folder

• How it works: while searching, the window shows «Поиск...» (Searching...). If several matches are found, a list «Выберите товар и нажмите добавить» (choose an item and press add) appears — pick a line and press "Select" («Выбрать»). With a single match the list is skipped.
• List: some entries are bold (caption « Рекомендуем Вам выбрать выделенный шрифтом товар»* — we recommend the item in bold), the rest are grey.
• «Установите Вашу цену товара» (Set your item price) panel: «Название:» (Name), «Цена:» (Price), "Folder:", the «Запрашивать марку» and «Весовой товар» checkboxes → «Добавить товар» (Add item) or «Отменить» (Cancel).
• Folder: by default «[ПАПКА ИМПОРТА ПО УМОЛЧАНИЮ]» (default import folder) — the folder is defined by the cloud. You can choose an existing folder or type a new name — the folder will then be created.
• Result: during a sale, the added item goes straight into the order.
• Notes:
  • Internet is required, otherwise — «Нет связи с Глобальной базой товаров. Проверьте интернет!» (no connection to the global item database, check the internet).
  • Before pressing «Добавить товар», check the «Весовой товар» and «Запрашивать марку» checkboxes — the POS may pre-fill them incorrectly.
  • If the barcode is not in the global database — the message «Штрих-код не найден» (barcode not found) with a "Close" («Закрыть») button and, when opened from the sales screen, «Создать товар» (Create item).
  • There is no intermediate "Item not found, add it?" question — the window starts searching right away.

Creating an item manually when the barcode is not in the global database

• Where: global database window → «Штрих-код не найден» message → «Создать товар» (Create item) → item card (the barcode is already filled in) → "Save".
• When available: the «Создать товар» button appears only when the global database window was opened from the sales screen; it is absent when searching from the item card.
• Result: after saving, the POS searches for this barcode again and adds the item to the current order.

Warehouse document: when search finds nothing, a new item card opens

• Where: the «Склад» (Warehouse) interface → document (receipt, inventory, sale, write-off) → item search field → type or scan → Enter, the magnifier button or the on-screen keyboard.
• When it triggers: if searching by barcode, PLU, article, name and weight barcode finds nothing, the item creation card opens immediately with the typed text in the «Штрих-код:» field. After saving, the item is added to the document.
• Pitfall: the card opens for any text that is not found, including a name or article — that text ends up in «Штрих-код:», so clear it manually.
• Notes: if you cancel creation, nothing is added to the document. Internet is required to save — without a connection the save does not go through and the card stays open.