Sales screen: building an order, finding items and order lines — Paloma365 Classic (Windows POS)

A reference for the sales screen in Paloma365 Classic: how the item panel works, how to add items from tiles, by barcode and through search, how quantity, weight and price prompts behave, and how to change, delete and refuse order lines.

Which interfaces open the sales screen

• Where: the "Sales mode", "Salon" and "Courier" interfaces open the sales screen with a new order right away; "Waiter" and "Tariffs" open it after a table or order is chosen; "Cashier" and "Hall manager" open an order from the "Cash" screen.
• Cashier: the order opens for viewing only (deleting, printing and payment are not available from this screen). If the web dashboard allows the cashier to edit orders and the order is not closed yet, it opens for editing the same way as for a waiter — then items can be added.
• Hall manager: can delete lines while the order is neither printed nor closed; the payment button is disabled here — payment is taken from the "Cash" screen.
• Notes: for the cashier (when the order is opened for viewing only) and for the hall manager the item panel is not built, barcode search and the "+"/"–" buttons do not work. For a waiter, hall manager and in tariffs, once the order is printed the item panel, header buttons and the editing panel are locked, and the only hotkey that still works is exit.

An order open on another terminal is locked

• What the cashier sees: trying to open an order that is already open on another workplace shows "Receipt is opened by another user. Try it later..." («Счёт открыт другим пользователем. Попробуйте позже...»).
• How it works: while the order is open, the POS renews the lock every 5 seconds. The lock is released when the order is exited, closed or printed. If the lock has not been renewed for more than 5 seconds (for example, the POS froze), it is treated as stale and the order can be opened.
• Notes: deferred orders in "Sales mode" are not locked.

Item panel: tiles, folders and paging

• Where: sales screen → item panel on the right. Tapping a folder opens it, tapping an item adds it to the order. The first button above the panel (a "home" icon, no caption) returns to the menu root. Pages are turned with the buttons above and below the panel captioned "N of M".
• Where the items come from: the menu assigned to the outlet; if no menu is assigned — items with the «Использовать в меню» ("Use in menu") option. The data reaches the POS through sync.
• Notes: when there are no items, the panel shows "Item wasn't found" («Товар не найден»). Root and nested folders have different colours. The hint «Возможно не настроены товары для отображения!» ("Items may not be set up for display!") never appears on screen — if the menu is empty, check the outlet's menu assignment and the "Use in menu" option.

Item panel view: tiles or list

• Where: the second button above the item panel switches between tiles and list. The list is a table with "Name" («Наименование»), "Price" («Цена») and, when the stock warning is on, "Left" («Осталось»).
• Adding from the list: double-click a row or press Shift; the ← → arrows move the selection through the list.
• How to set up: the POS remembers the chosen view. In the POS settings ("Program appearance" («Вид программы») tab → "Type of business" («Тип заведения»)) the "Retail store" («Розничный магазин») preset switches to the list view; any other preset switches back to tiles.
• Notes: with the "Retail" («Розница») preset in "Sales mode", the list also shows the barcode, article number, additional barcodes and PLU under the item name. Stop-listed items are marked "IN A STOP LIST" («В СТОП ЛИСТЕ») and cannot be added from the list.

Hiding the item panel

• Where: the rightmost button above the item panel hides or shows the panel; the order then fills the whole window and items are added by barcode or through quick search.
• How to set up: the POS remembers the button state. The "Do not show items while entering sales mode" («Не показывать товары при запуске режима продаж») checkbox (POS settings → "Program appearance" → "Display settings" («Управление отображением»)) removes the button itself and always hides the panel.
• Notes: with the panel hidden, the show-panel button, the stop-list button (if enabled) and the "Quick search..." («Быстрый поиск...») button move to the row with the employee name; the "All items" («Все товары») button is hidden.

Tile size and order font size

• Where: POS settings → "Program appearance" tab → "Display settings" → "Tile size in sales mode" («Размер кнопок в режиме продаж») («Высота:» height, «Ширина:» width, "Font size" («Шрифт») button, "Save" («Сохранить»)) and "Font of receipt content" («Размер шрифтов в табличной части») («Размер:» size, "Save").
• Defaults: tile height 80, width 125, order table font size 18. The tile font size also affects the list view.
• Notes: when a line's price or sum reaches one million or more, the font of those cells shrinks automatically (except with the "Retail" preset).

Item pictures on tiles

• How to enable: POS settings → "Sync" («Синхронизация») tab → "Use product images" («Использовать изображения товаров») checkbox (next to it: the "Download" («Перекачать») button and the «Использовать WebP (libwebp.dll)» checkbox). Text placement is chosen in "Program appearance" → "Display quality" («Качество отображения») → "Images on tiles" («Изображения на плитках»): "Text at the bottom" («Текст внизу»), "Text on top" («Текст поверх») or "Text on the side" («Текст сбоку»).
• Source: pictures are uploaded in the web dashboard and reach the POS through sync. "Download" deletes the saved pictures and downloads them again.
• Notes: pictures are stored locally on the POS; if an item has no picture, its tile is shown without one.

Stock on tiles and the "Only in stock" filter

• Where: the "All items" («Все товары») button above the item panel; pressing it switches to "Only in stock" («Только с остатками») and hides items with no stock.
• How to enable: the button and stock figures appear when the stock warning is enabled in the outlet card in the web dashboard. The tile shows stock as "(N left)" («ост.»), the list — in the "Left" column. If no warehouse is selected for the outlet, "Warehouse isn't chosen" («Склад не выбран») is shown.
• Notes: an item with zero or negative stock has a black price tag on its tile. Services and combos do not show stock.

Stop-listed items on the sales screen

• What the cashier sees: a stop-listed item's tile is grey, labelled "IN A STOP LIST" («В СТОП ЛИСТЕ») and cannot be tapped; in the list view the item carries the same mark. When added by barcode, the POS shows "Item is in the stop list!" («Товар находится в стоп-листе!»).
• Quantity limit: if the stop list sets a quantity still available for sale, every add and quantity increase is checked against it, counting other open (including deferred) orders of the same outlet. Over the limit — «Товар недоступен для продажи (блокировка стоп-листа)» ("Item is not available for sale (stop-list lock)").
• Notes: the stop list is maintained on the POS or in the web dashboard.

Stop-list button on the sales screen

• How to enable: POS settings → "Program appearance" tab → «Показать "Стоп-лист"» ("Show Stop-list") checkbox (off by default). An icon button (hint "Stop-list" («Стоп-лист»)) appears above the item panel.
• Access: opening the stop-list window checks the employee's stop-list right; if the employee's rights are not configured, the POS asks for the outlet's stop-list password (if one is set).

Adding an item by tapping a tile

• How it works: tapping a tile (or double-clicking a list row) adds the item: a piece item with quantity 1, a weighed item with a weight prompt.
• Price: taken from the order's price type, including time-based prices.
• Notes: every addition is written to the action log and, if a customer display is connected, shown on it.

Quantity prompt when adding an item

• How to enable: in the web dashboard, in the outlet card (the ask-quantity option); the POS receives it through sync.
• How it works: with the option on, tapping an item opens "Enter amount" («Введите количество») (for a weighed item — the weight window). With the option off, a piece item is added one at a time. The option also affects "+"/"–": when on, a weighed item asks for the weight; when off, the step is always 1.
• Notes: marked items never ask for quantity. A fractional quantity for a piece item is rounded down (to at least 1) with "Item is not by weight..." («Товар не является весовым...»); for a service — "Service cannot be provided partially..." («Невозможно оказать услугу частично...»).

Weight entry window

• Where: the "Keyboard" («Клавиатура») window when adding a weighed item: numeric keypad, "Get from scales" («Получить из весов») button, four quick-value buttons and a toggle between "Enter amount" («Введите количество») and "Enter the price" («Введите стоимость»).
• How it works: in "Enter the price" mode the cashier types a sum and the POS converts it to weight using the item price. "Get from scales" reads the weight from connected scales (POS settings → "Equipment" («Оборудование») → "Scales" («Весы»)).
• Quick values: POS settings → "General settings" («Общие настройки») → "Weighted values" («Весовые номиналы») (table, "Save" button). Defaults are 0.25, 0.33, 0.5, 0.75.
• Notes: the weighed flag is set in the item card.

Price prompt when adding an item ("Enter price")

• How to enable: in the web dashboard, in the outlet card (the ask-price option); the POS receives it through sync.
• How it works: adding an item opens "Enter price" («Укажите стоимость»), and the cashier enters the price manually.
• When the window does not appear: when choosing the price type on adding is enabled for the outlet; for modifiers; for combos; when notes are set up for the item or its folder.
• Important: if the web dashboard has common notes (for all items), the price is not asked for any item.

Choosing the price type when adding an item

• How to enable: in the web dashboard, in the outlet card (price type choice on the POS); price types and item prices are maintained in the dashboard.
• How it works: adding an item opens a window with "Price type" («Тип цены») and "Price" («Цена») columns ("Accept" («Принять»), "Cancel" («Отмена»)). It lists "[Menu]" («[Меню]», or "[Item details]" «[Карточка товара]» when no menu is assigned to the outlet), "[Current]" («[Текущая]») when the effective price differs, and all price types of the item.
• Notes: the window appears only if there is more than one price option. "Cancel" cancels adding the item.

Order price type for a customer

• How it works: if price types are linked to the customer in the web dashboard, choosing that customer opens the "Price type" («Тип цены») window ("Select" («Выбрать»), "Cancel" («Отмена»)) with "[By default]" («[По умолчанию]») and the customer's price types. If the price type changes, the POS asks "Chosen customer has different price type! Recalculate the receipt body?" («Выбранный клиент имеет другой тип цен! Перезаполнить табличную часть?») — on "yes" the prices in the order are recalculated.
• Where it shows: the order header label "Price type: …".
• Notes: the label is hidden in "Cashier", "Waiter" and "Hall manager", and when the price comes from the item card. The window appears when at least one price type is linked, including for the default customer when the sales screen opens.

Adding an item by barcode ("Item barcode" field)

• Where: order header → "Item barcode" («ШК товара») field. The cursor always stays there: the scanner types the code and Enter. With the field empty, the button next to it opens the "Enter an item barcode" («Введите штрих-код товара») keyboard. Hotkey F4.
• How the item is found: first by the main and additional barcodes, then by an extended search over barcodes, item code and PLU depending on the "Search when scanning label" setting. Several matches open a choice window "Item" («Товар») / "Price". Not found — «"…" - Товар не найден!» ("… – item not found").
• Notes: a barcode with special characters (\ / ! @ # $ % ^ & *) is rejected with «В штрихкоде … присутствуют специальные символы!» ("the barcode … contains special characters"). Barcode search does not work in "Cashier" and "Hall manager". An item is not added if it is marked for deletion ("Item is marked for deletion" «Товар помечен на удаление») or not used in the menu ("Item is not in the menu" «Товар Не используется в меню»).

The "Search when scanning label" setting

• Where: POS settings → "Equipment" tab → "Scales" → "Barcode format" («Формат штрихкода») → "Search when scanning label" («Поиск при сканировании этикетки»).
• Options: "By code and PLU" («По коду и по PLU») — barcodes, item code and PLU (default); "By PLU" («По PLU») — PLU only; "By code" («По коду») — item code only.
• Notes: the main and additional barcodes are always checked first, whatever the option; the switch affects the next, extended search. The same setting is used when uploading PLUs to Rongta and Mertech scales.

Weight and piece barcodes with a prefix

• Where: POS settings → "Equipment" → "Scales" → "Barcode format": the parsing options "22 00001 83.550 X" and "22 0001 183.550 X", and the "Prefix for barcodes" («Префикс для штрих-кодов») group («Весовой:» weight, «Штучный:» piece, "Save" button).
• How it works: default prefixes are 22 (weight) and 21 (piece). From a 13-digit code the POS takes the item code and the weight (weight barcode) or the quantity (piece barcode) — scanning a scale label fills in the weight automatically.
• Notes: prefix parsing runs only if the code was not found as a regular barcode and is exactly 13 characters long. A parsing error shows "Error while scanning the barcode for supermarket" («Ошибка при считывании штрих-кода для супермаркета»).

30-character barcodes

• How to enable: POS settings → "General settings" tab → "Search control" («Управление поиском») → «Поле "штрихкод" содержит 30 символов» ("Barcode field contains 30 characters") checkbox.
• How it works: if a 30-character string arrives in the "Item barcode" field, the POS takes characters 4 to 16 (13 characters) and searches the item by them.

Selling piece items only by barcode

• How to enable: POS settings → "General settings" → "Search control" → "Allow selling pieced items only by barcode" («Запрет продажи штучного товара не по штрихкоду»).
• How it works: tapping the tile of a piece item that has a barcode shows "Given item can only be sold by scanning the bardcode" («Данный товар можно продать только по штрихкоду»). Weighed items and items without a barcode can still be added from tiles.

Using the barcode field to find a customer ("Customer code")

• How to enable: POS settings → "General settings" → "Search control" → «Поле "штрихкод" для поиска клиентов» ("Barcode field for customer search").
• How it works: the header field is renamed "Customer code" («ШК клиента»); scanning a card or typing a code sets the customer on the order. With the field empty, the button next to it opens "Enter the customer code" («Введите штрих-код клиента»).
• Notes: while the option is on, items cannot be added by barcode through this field.

Searching in the "Advanced search..." field

• Where: above the item panel, the "Advanced search..." («Подробный поиск...») field with on-screen keyboard and clear buttons. On narrow screens (window width up to 1024 px) the field is opened with a magnifier button and hides itself after 10 seconds if left empty. Hotkeys: F3 — type with the on-screen keyboard, F5 — reset the search.
• What is searched: the name (up to 3 words in any order), main and additional barcodes, PLU and article number (case-insensitive, partial match). Results appear on the item panel, up to 200.
• How to enable: the field appears if menu search is enabled in the outlet card in the web dashboard.
• Notes: the search runs one second after typing stops or on Enter. F3 does not work in "Cashier" and "Hall manager".

The "Quick search" window

• Where: a button above the item panel (hint "Quick search..." «Быстрый поиск...») opens the «Быстрый поиск» ("Quick search") window with an input field and a table "Name" («Наименование»), "Quantity" («Кол-во»), "Unit of measure" («Ед. измерения»). Search is by name; the chosen item is added to the order right away.
• How to enable: the «Показать "Быстрый поиск"» ("Show Quick search") checkbox (POS settings → "Program appearance") is on by default; the button is visible only if menu search is enabled in the web dashboard. With the item panel hidden, the button is shown in the row with the employee name.
• Notes: the item is added by its item code — if the item card has no code, it cannot be added through quick search.

Adding the same item again increases the last line

• How to enable: POS settings → "General settings" → "Number formatting" («Форматирование чисел») → "Increase quantity of a last position" («Увеличивать кол-во в последней позиции»).
• How it works: when the same item as in the last order line is added, that line's quantity grows instead of a new line being created.
• Limits: works only in "Sales mode", "Salon" and "Waiter". Marked items, combos, bracelets, lines with a note, already saved lines and lines with a different price are not merged.

Blocking sales at zero price

• How to enable: in the web dashboard, in the outlet card (block sales at zero price); the POS receives it through sync.
• How it works: adding an item priced 0 (from a tile or by barcode) shows "Can not sell at zero price!" («Нельзя совершить продажу по цене НОЛЬ (0)!») and the item is not added.
• Notes: combos are not affected.

Stock control during a sale

• How to enable: the stock warning and a separate block on selling without stock are enabled in the outlet card in the web dashboard.
• On adding, "+" and "Quantity": with the block off — the question «Товар выбрали (N) больше чем есть на складе (M) ... Хотите продолжить?» ("Item: chosen (N) is more than in stock (M) ... Do you want to continue?"); with the block on — «"Товар" не хватает на складе!» ("Item" out of stock!) and the item is not added.
• On payment: the POS lists lines with "not enough items in a warehouse to process selling..." («нехватает остатков на складе для продажи...») and asks whether to continue; for deferred orders, stock reserved by other deferred orders is taken into account.
• Turning the questions off: POS settings → "General settings" → "Extensions of interfaces" («Расширение режимов») → "Don't show stock alerts during sale" («Не показывать сообщение об остатках при продаже»). It does not lift the block on selling without stock.
• Notes: services and combos are not checked.

Automatic note prompt after adding an item

• How to enable: in the web dashboard, in the outlet card (always ask for a note); the POS receives it through sync.
• How it works: right after an item is added, the "Note" («Примечание») window opens with the prepared notes and modifiers.
• Notes: the window opens only if prepared notes exist for the item, its folder or all items. It does not trigger for combos and certificates, nor when adding by barcode — only when adding from a tile or the list.

Order table

• Columns: «№», "Name" («Наименование»), "Quantity" («Кол-во»), "Price" («Цена»), "Sum" («Сумма») and "Discount" / "Service" («Скидка» / «Сервис», the discount and service percent and amount of the line).
• How it works: lines not yet saved are shown in bold (except in "Sales mode"). Move between lines with the ↑/↓ arrows, by tapping a line or with the arrow buttons to the right of the table.
• How to set up: font size — POS settings → "Program appearance" → "Font of receipt content".

The "+" button — repeat a line (Home)

• Where: under the order table, a "+" icon button with no caption; the Home key.
• How it works: increases the selected line by 1 (with the quantity prompt on, for a weighed item — by the entered weight). For a waiter, a saved line gets a new line with the same item.
• Access: if the employee's rights are configured, the change-quantity right is required, otherwise the POS shows "Permission denied!" («Недостаточно прав!»); there is no password alternative. If the employee's rights are not configured, the button works without restriction.
• Limits: not for a tariff, bracelet, modifier, item with modifiers, marked item or combo; in every interface except "Waiter" — not for a saved line either. Stock and stop list are checked.

The "–" button — decrease a line

• Where: under the order table, a "–" icon button with no caption.
• How it works: decreases the selected line by 1 (with the quantity prompt on, for a weighed item — by the entered weight); at zero the line is deleted.
• Access: requires the change-quantity right and the delete-from-order right, checked before any input. If the employee's rights are not configured, the POS asks for the outlet's «удаления из счета» ("deletion from an order") password instead (if one is set).
• Notes: a saved line cannot be decreased — "Can not change the quantity of a saved item!" («Нельзя изменить количество у сохраненного товара!»); use a refusal instead.

The "Quantity" button (F7) — enter a new quantity

• Where: under the order table, the "Quantity" («Кол-во») button → "Enter amount" window (the weight window for a weighed item); the F7 key.
• How it works: entering 0 deletes the line; increasing checks stock and the stop list.
• Access: the change-quantity right and the delete-from-order right (or, if the employee's rights are not configured, the "deletion from an order" password), checked before input.
• Limits: "Can not change the quantity of a rate!" («Нельзя изменять количество у тарифа!»), "Can not change the quantity of a bracelet!" («…у браслета!»), "Can not change quantity of modier !" («…у модификатора!»), "Unablle to change the quantity of an item with modifiers!" («…товара с модификаторами!»), "Can not change quantity of a marked item!" («…у маркированного товара!»), «Нельзя изменять количество у комбо блюда!…» (combo), "Can not change the quantity of a saved item!" («…у сохраненного товара!»).

Deleting a line from the order (Del)

• Where: under the order table, the delete icon button (a cross, no caption); the Del key.
• How it works: an unsaved line is deleted together with its modifiers. For a saved line a refusal is processed instead.
• Access: the employee's delete-from-order right is checked. If rights are configured and this right is missing — "Permission denied!" («Недостаточно прав!»). If rights are not configured, the POS asks for the outlet's "deletion from an order" password; when no password is set, the deletion goes through without a prompt.
• Notes: a modifier cannot be deleted on its own — "Can not delete modifier!" («Нельзя удалять модификатор!»). Deleting is not available in "Cashier". With push notifications enabled, the POS creates a notification about the deleted line.

Refusing a saved line

• Where: select a saved line → delete button (Del) → "Are you sure you want to process the refusal?" («Вы уверены, что хотите сделать отказ?») → for more than one unit, "Enter the number of items to refuse" («Введите кол-во отказываемых позиций») (one unit is refused without asking; weighed items use the weight window) → a reason window with prepared notes ("Accept" «Принять», "Cancel" «Отмена», "Manual notes" «Прим. ручные» to type a reason).
• What happens: a line with a negative quantity is added, the order is re-saved, and discount and service carry over at the same percentages. A line with modifiers is refused as a whole after a separate confirmation; a combo together with its contents. If sub-order printing is enabled for the outlet, a refusal slip is printed for the kitchen; if it fails — "Refusal occurred, but receipt was not printed. Warn your cook!" («Отказ произошел, но не распечатался чек, предупредите повара!»).
• Access: the employee's refuse-line right allows refusing without a password. If rights are not configured, the POS asks for the outlet's «Отказа» ("Refuse") password, and if none is set — "To process the refusal you need to set the password!" («Для отказа позиции в счете необходимо установить пароль!»). If rights are configured but this right is missing — "Permission denied!".

Refusing a line: limits and messages

• "Bill contains unsaved items. Please save changes first." («В счёте есть не сохранённые позиции. Предварительно выполните сохранение.») — the order has unsaved lines; save it first.
• "Can not refuse this item!" («Эту позицию невозможно отказать!») — the line is already refused (quantity zero or less) or it is a tariff.
• "Can not refuse more than in order!" («Нельзя отказать большее количество товара чем есть в счёте!») — more than the line holds was entered.
• "Item is not by weight..." («Товар не является весовым...») — a fractional quantity was entered for a piece item.
• Entering 0 simply cancels the refusal.