Tables and waiter: table map, waiter orders, payment and item refusal — Paloma365 Classic (Windows POS)

This article covers Paloma365 Classic — the POS application for Windows. It explains how a waiter works with orders: the list of own orders or the table map (floor plan), choosing a table and guest count, printing the pre-check, taking payment, refusing dishes, and the related POS settings.

Waiter interface without the table map: list of own orders

• Where: start screen → «Официант» (Waiter) interface → order list with columns "Status" («Статус»), "Opening date" («Дата открытия»), «#», "Table" («Стол»), "Total" («Итого»), "Customer" («Клиент»), "Items" («Товары»), "Note" («Примечание»).
• When it appears: when the table designer is not enabled for the point of sale in the web dashboard. With the designer enabled, the table map opens instead.
• What is listed: only this waiter's unpaid orders in the current shift, sorted by status ("Open" «Открыт» / "Printed" «Распечатан»), then by table and order number.
• Notes:
  • A shift must be open. If it is not and the employee also has access to the "Cashier" («Кассир») interface, the POS immediately offers to open the shift; otherwise it shows «Смена не открыта!» (Shift has not started).
  • The employee must be assigned the Waiter interface (done in the web dashboard).
  • The message "This employee's session is busy!" («Сессия данного сотрудника занята!») does not appear in practice: the same employee can be signed in on several workplaces at once.

Waiter interface with the table map (floor plan)

• Where: start screen → Waiter interface → table map; on the right, a panel with the «Счета» (Orders) tab.
• How to enable: turn on the table designer for the point of sale in the web dashboard. Tables and rooms are created in the dashboard and arrive at the POS via sync; they are arranged on the map at the POS in the "Table placement map" («Дизайнер столов») editor.
• Notes:
  • The waiter sees only tables already placed in the designer. If a table is missing, add it in the designer ("Cashier" interface → "Options" («Опции») → «Дизайнер столов»; the employee needs the floor-design right) or press «Разместить столы» (Place tables) there.
  • After a new local database is created, the POS arranges tables automatically the first time the map is opened.

Table statuses on the map: Free, Occupied, Printed, Reserved, Ending

• Where: Waiter interface → table map → caption at the bottom of a table tile.
• How it is determined:
  • «Свободен» (Free, green) — no open orders on the table; «Свободен c HH:MM» — time the last paid order on this table was closed in the current shift.
  • "Occupied" («Занят c HH:MM») — there is an open order on the table; the time is when an order on this table was opened.
  • "Printed" («Распечатан») — at least one order on the table is printed (pre-check); no time is shown.
  • «Бронь c HH:MM» (Reserved) — there is a booking for today within the point's working hours (set in the dashboard); the time is the start of the nearest upcoming booking.
  • «Завершается» (Ending) — tariff tables only: 5 minutes or less left on the tariff.
• Notes:
  • A table deleted in the dashboard stays on the map while it has open orders in the current shift.
  • The map refreshes by itself: about every 5 seconds the POS checks for changes (new or edited orders, including from other workplaces on the same database) and redraws the map if there are any. It also redraws after the waiter's own actions.

Whose orders are open on a table: own order numbers and another waiter's name

• Where: Waiter interface → table map → text on the table tile.
• What it looks like: your own orders appear as numbers, e.g. «(№ 12,15)»; another waiter's orders appear as that waiter's name in parentheses.
• Notes:
  • You cannot open another waiter's order from the map: if the table has only someone else's order, the POS shows "Bill assigned to another employee..." («Счет закреплен за другим сотрудником...»). Your own orders on the same table do open.
  • To hand an order over to another waiter, a cashier or hall manager selects the order in their interface → "Options" («Опции») → "Change the employee" («Сменить сотрудника»).

New order by tapping a free table

• Where: Waiter interface → table map → tap a table with no open orders (including a «Бронь» table with no orders).
• What happens: a new order opens with the table filled in automatically; the service percentage is taken from the table card in the web dashboard. Once the order is saved with items, the table is marked occupied.
• Notes: if a tariff is running on the table, the order will not open — the POS shows "Selected bill has open tariff. While tariff is open, bill can only be modified in Tariff interface" («По выбранному счёту имеется открытый тариф…»).

Opening your order by tapping an occupied table

• Where: Waiter interface → table map → tap a table marked «Занят» or «Распечатан».
• What happens: with one of your orders on the table it opens immediately; with several, a selection window appears with the columns «Счет №» (Order No.) and "Guests" («Гостей») and the buttons "Accept" («Принять») / "Cancel" («Отмена»). Only your own orders on that table are listed.
• Notes: another waiter's order cannot be opened — "Bill assigned to another employee...". A cashier or hall manager can reassign it via "Options" → "Change the employee".

Orders tab on the table map: list of own orders

• Where: Waiter interface → table map → right panel → «Счета» (Orders) tab.
• What is there: your open orders for the current shift with the columns «№», "Status", "Table", "Customer", "Note" («Прим.»); the buttons "New order" («Новый счет»), "View order" («Просмотреть счет»), "Prepayment" («Предоплата»); an order-number search field; and «Все счета» (All orders) at the bottom.
• How to configure: the panel is shown unless "Hide additional panel on map" is enabled.
• Notes:
  • Statuses in the list: "Open", "Printed", "Prepayment".
  • «Все счета» opens the simple waiter order list — the same screen as without the table map.
  • Hotkeys on the map: Ins — new order, F3 — view order, Esc — close the map.

Prepayment on a waiter order from the table map, and cancelling it

• Where: Waiter interface → table map → «Счета» tab → select an order → "Prepayment" («Предоплата»).
• What happens: the payment window opens to enter the amount; after payment a prepayment receipt is printed. If the order already has a prepayment, the POS shows «Счет предоплачен! Сумма предоплаты …» (Order prepaid! Prepayment amount …) and asks "Cancel prepayment?" («Отменить предоплату?») — confirming removes it.
• Notes:
  • A printed or already paid order cannot be prepaid: "Prepayment error" («Ошибка предоплаты») with the reason («Счет ранее распетан» — already printed, or «Счет ранее оплачен!» — already paid).
  • The simple waiter order list has no Prepayment button; there, a cashier can take the prepayment.

Rooms (halls) on the table map

• Where: Waiter interface → table map → «Помещения» (Rooms) panel on the left → room button.
• How to enable: turn on rooms for the point of sale in the web dashboard; rooms and which tables belong to them are managed in the dashboard. Without this setting all tables are shown on one map and the rooms panel is hidden.
• Notes: the rooms shown are those of this point of sale plus shared rooms not tied to a specific point.

Setting "Hide additional panel on map"

• Where: "Settngs" («Настройки») → "General settings" («Общие настройки») tab → "Interface settings" («Настройка интерфейсов») section → "Hide additional panel on map" («Скрывать дополнительную панель на карте») checkbox.
• What it does: hides the right-hand order panel on the table map, leaving only the floor plan.
• How to configure: a setting of this workplace, off by default.
• Notes: also applies to the «Тарификаторы» (Tariffs) interface. The right panel is never shown in the table-selection window of an order or in the table designer.

"New order" button in the waiter order list

• Where: Waiter interface → order list → "New order" («Новый счет», Ins key).
• Notes:
  • After "Print receipt" («Печать счета»), "Pay" («Оплата») or "Exit" («Выход») in the order, the POS returns to the start screen unless "Do not close the interface on "Print" or "Pay" button" («Не закрывать форму официанта при нажатии на кнопку "Печать", "Оплата", "Выход"») is enabled.
  • If the list was opened from the Tariffs interface, the button is disabled.

"View order" button in the waiter order list

• Where: Waiter interface → order list → select a row → "View order" («Просмотреть счет», F3 key).
• Notes: if a tariff is open on the order, the POS shows "Selected bill has open tariff. While tariff is open, bill can only be modified in Tariff interface".

"Extended mode" checkbox in the waiter order list

• Where: Waiter interface → order list → "Extended mode" («Расширенный режим») checkbox.
• What it does: the table shows the order contents ("quantity x dish") and the full note text. In normal mode the note column only says «Есть примечание» (Has a note).
• How to configure: the state is stored in the POS database, not per workplace.
• Notes: in extended mode the "Filter" («Фильтр») window gains the "Item" («Товар») field.

Cooking status in the waiter list: «Готовится», «Готово», «Не готово»

• Where: "Settngs" → "Chef and cooking" («Повар и готовка блюд») tab → "Systemic control" («Системное управление») section → "Extended data on meals in the waiter interface (with the "Chef" interface)" («Расширенные данные по блюдам в интерфейсе официанта (с интерфейсом "Повар")») checkbox.
• What it does: in the extended mode of the order list, each dish shows its status: «Готовится» (Cooking), «Готово» (Ready) or «Не готово» (Not ready). Statuses are set by the kitchen («Повар») interface.
• How to configure: a setting of this workplace. Works together with the "Extended mode" checkbox in the order list.

Filtering the waiter order list

• Where: Waiter interface → order list → "Filter" («Фильтр») → a window with the fields "Customer code" («Код клиента»), "Customer" («Клиент»), "Order number" («Номер счета»), «ШК счёта на оплату» (bill barcode), "Table" («Столик»), "Employee" («Сотрудник»), "Item" («Товар») and the buttons "Apply" («Применить»), "Cancel" («Отмена»), "Clear" («Очистить»). Next to "Filter" there is a button to reset the filter.
• How to configure:
  • The "Item" field is available only in "Extended mode".
  • The bill-barcode field is active when «Печатать штрихкод в счёте на оплату» (Print barcode on the bill) is enabled ("Settngs" → "Receipts and reports" («Чеки и Отчеты») → "Additional data" («Дополнительные данные»)).
  • The "Fiscalization" («Фискализация») field appears only with deferred fiscalization.
• Notes: the same filter window is used in the Cashier and Hall manager interfaces. The waiter list already shows only the waiter's own orders.

Choosing or changing the table in an order ("Table" field)

• Where: order screen → "Table" («Стол») field/button → table map or the «Выберите стол» (Choose a table) window with a "Cancel" button.
• How it works:
  • With the table designer enabled, the map opens: tapping a free table selects it; tapping an «Занят» table asks «Этот стол занят, хотите добавить еще один счет к этому столу?» (This table is occupied, add another order to it?).
  • Otherwise, the «Выберите стол» window shows room buttons (if rooms are used) and table buttons.
  • The service percentage is taken from the table card in the web dashboard.
• Notes:
  • If a table-change password is set for the point in the dashboard, the POS asks for it («Введите пароль для "Изменение стола в счете"», Enter the password for "Changing the table in receipt"); without a password the table changes with no prompt.
  • The table change is written to the action log.
  • The table cannot be changed in the Tariffs interface.
  • With no tables or rooms in the dashboard — «Нет созданых столиков!» / «Нет созданых помещений!» (No tables / No rooms created).
  • The Table field can be hidden: "Settngs" → "Program appearance" («Вид программы») → «Скрыть "СТОЛ"» (Hide TABLE).

Automatic table prompt for a new order

• What happens: when a new order is opened in the Waiter interface, the POS asks "Table selection required" («Необходимо выбрать столик», yes/no); in «Режим продаж» (Sales mode) the table selection opens straight away.
• How to enable: turn on the table prompt for new orders for the point in the web dashboard; the POS receives the setting via sync.
• Notes: no prompt if the table is already set — for example, when the order was created by tapping a table on the map.

Guest count in an order ("Guests" field)

• Where: order screen → "Guests" («Гостей») field/button → on-screen keypad "Enter the guest amount" («Введите кол-во гостей»).
• How to enable the prompt: turn on the guest-count prompt for the point in the web dashboard; in the Waiter interface the POS asks for it when the order has no guest count yet.
• Printing on receipts: "Settngs" → "Receipts and reports" → "Additional data" → "Print guest amount on receipts" («Печатать количество гостей в чеках»).
• Notes: in Sales mode the guest count is always set to 1, so no prompt appears there. The field can be hidden: "Settngs" → "Program appearance" → «Скрыть "ГОСТЕЙ"» (Hide GUESTS).

"Print receipt" (pre-check) by the waiter

• Where: order screen in the Waiter and Hall manager interfaces → "Print receipt" («Печать счета»). The button is shown only for an order that is not yet printed or paid; it is not available in the Tariffs interface.
• What happens: the order is saved and gets the "Printed" status; a kitchen sub-order and the bill are printed — what to print is set for the point in the web dashboard.
• Notes:
  • If the discount reminder is enabled in the dashboard, the POS asks "Did you set the discount and guest count?" («Вы установили скидку и количество гостей?») before printing.
  • A printed order is view-only for the waiter — the order panels are locked. A cashier or hall manager can unlock it: "Options" → "Unlock the order" («Разблокировать счет»).
  • If the order status screen is enabled, printing from the Waiter interface sends the order to that screen.
  • If Halyk QR payment is connected, a link for online payment is added to the bill.

"Go back" button in the waiter order

• Where: order screen in the Waiter, Hall manager and Tariffs interfaces → "Go back" («Назад»).
• What happens: the order is saved (without a pre-check), new items are sent to the kitchen as a sub-order (if sub-order printing is enabled in the dashboard), and the POS returns to the order list or table map.
• Notes: unlike "Exit", "Go back" never closes the order list or table map.

"Exit" button in the waiter order

• Where: order screen → "Exit" («Выход», Esc key).
• What happens: an unprinted order is saved, new items go to the kitchen, and the POS returns to the start screen.
• How to configure: returning to the start screen is turned off by "Do not close the interface on "Print" or "Pay" button" («Не закрывать форму официанта…»).
• Notes: for a hall manager, "Exit" from an order returns to the order list, not to the start screen.

Setting «Не закрывать форму официанта при нажатии на кнопку "Печать", "Оплата", "Выход"»

• Where: "Settngs" → "General settings" tab → "Interface settings" section → "Do not close the interface on "Print" or "Pay" button" («Не закрывать форму официанта при нажатии на кнопку "Печать", "Оплата", "Выход"») checkbox.
• What it does: after printing the pre-check, paying or exiting an order, the POS stays on the waiter's order list / table map.
• How to configure: a setting of this workplace. Off by default — the POS returns to the start screen (handy when waiters take turns at one terminal).

Waiter taking payment directly from the order

• Where: order screen in the Waiter interface → "Pay" («Оплата»).
• How to enable: allow waiters to take payment for the point in the web dashboard. Without it the waiter has no "Pay" button — the cashier takes payment.
• Notes: payment from the order is not available in the Hall manager interface. After payment the POS returns to the start screen unless «Не закрывать форму официанта…» is enabled.

Refusing a dish already sent to the kitchen

• Where: order screen → select a sent item → delete (bin) button → "Are you sure you want to process the refusal?" («Вы уверены, что хотите сделать отказ?») → enter the quantity («Введите кол-во отказываемых позиций», if the item has more than 1 unit; for an item sold by weight, the weight is entered instead) → choose a reason from the list of notes.
• Notes:
  • Refusal is blocked while the order has unsaved items: "Bill contains unsaved items. Please save changes first."
  • The reason list appears if notes exist in the database; a reason can also be typed manually.
  • An item with modifiers is refused as a whole after a separate confirmation.
  • The refusal is printed for the kitchen if sub-order printing is enabled; on a print failure — "Refusal occurred, but receipt was not printed. Warn your cook!".
  • The refusal is logged and sent as a notification to other workplaces.
  • Items not yet sent are removed by normal deletion (delete-item right or the point's delete-from-order password).
  • A tariff item cannot be refused.

Permission to refuse a dish: employee right or point password

• If the employee has POS rights configured in the dashboard, the item-refusal right is required, otherwise "Permission denied!" («Недостаточно прав!»).
• Without configured rights, the POS asks for the point's refusal password; if that password is not set, refusal is impossible: "To process the refusal you need to set the password!" («Для отказа позиции в счете необходимо установить пароль!»).

Order open on another workplace: "Receipt is opened by another user. Try it later..."

• Where: any way of opening an order — the waiter list, the table map, the Cashier interface.
• How it works: while an order is open on one workplace, the POS renews its lock every few seconds. When the order is closed normally, the lock is released immediately. If the program on that workplace closed abnormally, the lock expires after about 5 seconds.
• Notes: this is not the same as the "Printed" status (the lock after a pre-check) — that one is removed with "Options" → "Unlock the order".