Stock levels and critical minimum — Paloma365 Classic (Windows POS)

This article covers Paloma365 Classic, the POS application for Windows. Right from the POS, a storekeeper or manager can check stock levels, spot items at their critical minimum, and print a material report. Warehouse documents (receipts, write-offs, selling acts, stocktakes) are also created and conducted right on the POS — see Warehouse documents; full inventory accounting and analytics live in the back office.

Overview

Reports open from the POS report selection window: stock — "Products in stock", goods movement — "Material report". Both are protected: the employee needs the report-view permission; without it, the POS asks for the outlet's report password (back office → "Outlet" directory → "Passwords" tab).

Stock data comes from the server during background sync — for the outlet's own warehouse, and only when the outlet has "Stocks in "Sales mode"" enabled (see below); this requires internet. The header shows "Stock remainders sync date:", or "NO DATA" if nothing has been loaded yet.

Stock report

"Products in stock" shows the item name, quantity, critical minimum, difference, unit of measure, and planned revenue (stock × sale price). "Difference" shows how far stock has fallen below the critical minimum. You can search by name, article number, or barcode; switch warehouses (the POS asks "Refresh the data?" and shows that warehouse's stock from the data already loaded on the POS); hide zero-stock items; and highlight critical stock in red — for such items only the quantity cell is painted red, not the whole row. "Refresh the data" re-reads the stock already loaded on the POS and its sync date (it does not send a separate request to the server); the print button prints the report.

Each time the report opens, it shows the outlet's warehouse again. The POS remembers both checkboxes (hide zero stock, highlight critical stock) — the report reopens with the same settings next time.

Material report

The "Material report" shows goods movement: opening balance, income, outcome, and closing balance (quantities and amounts). It is built for the outlet's warehouse, and its header also shows "Stock remainders sync date:". On the POS it is printed; a "no prices and amounts" option prints quantities only — handy for stock counts without revealing prices.

Critical minimum and warnings

The critical minimum is a per-item threshold set in the back office (item card). The POS uses it only in the stock report — the critical minimum and difference columns plus red highlighting of the quantity cell. Critical-stock notifications are configured in the back office.

Selling below stock: why the POS blocks a sale

Two outlet settings control this:

• "Stocks in "Sales mode"" — quantities appear on menu tiles, the "Only in stock" filter works, and selling beyond stock warns: quantity is "more than available in a warehouse" — "Do you want to continue?". Unless the sale block (next setting) is enabled, this is a warning only; the sale can continue, and the question can be switched off with the POS setting "Don't show stock alerts during sale".
• "Forbid selling if product is out of stocks" — works together with the first setting; then instead of the question there is a hard block: the POS reports "out of stock!" and the line is not added. Changed by the administrator in the back office.

Stock control does not apply to every line: services, dishes (items of the "Dish" type cooked from a recipe) and combo sets are not checked — no warning or block appears for them.

FAQ

The POS asks for a password when opening a report — which one?

The outlet's report password ("Passwords" tab), not the employee password. "Permission denied!" means the report is blocked in the employee's permissions.

Stock in the report differs from reality

Press "Refresh the data" and check the sync date in the header: the POS gets fresh stock from the server during sync, so internet is required. If the mismatch persists, check warehouse documents.

How do I stop cashiers from selling out-of-stock items?

Enable "Forbid selling if product is out of stocks" together with "Stocks in "Sales mode"" — without the block the POS only warns. For the sale flow, see Sales and order handling.