Client deposits — Paloma365 Classic (Windows POS)

This article is about Paloma365 Classic, the Windows POS application. A deposit is a customer's prepaid balance: the guest puts money on their account in advance and later pays with it at the POS.

Overview

Deposits work when the deposit (cumulative) system is enabled for the outlet and a deposit payment type is configured in the dashboard. The customer must belong to a discount program with deposits — see Clients and discounts. The balance is stored in the cloud, so operations need internet: without it the POS shows "No internet connection...". A separate offline deposit mode can be enabled by the administrator: with it the deposit window opens without a connection, the balance is read from the POS's local data, and the operation is stored locally and uploaded during synchronization.

The balance shown in the deposit windows comes from the POS's local data, synchronized with the cloud — it is not fetched from the cloud on every display. Right after a top-up or withdrawal the POS may therefore still show the previous balance for a while; the up-to-date figure appears after the next synchronization.

Top-up and withdrawal live in the "Cash related operations" window (the "Cashbox" button on the POS screen): "Top-up deposit account" and "Withdrawal from deposit account". A shift must be open — otherwise the POS shows "Shift has not started".

Topping up a deposit

1. Open "Cashbox" → "Top-up deposit account". Without the top-up permission the POS asks for the outlet password.
2. In the "Customer's deposit account top-up" window pick the client: the "Customer" field opens the client list, "Search by customer code" accepts a scanned client card. Until then the field shows "NOT CHOSEN".
3. Enter the amount in "Sum"; a checkbox ("Создать документ-поступление", create an income document) can also create a cash income document for this amount. The income window opens first: if you cancel it, the deposit is not topped up — the POS shows no separate warning about this.
4. Press "Accept" and confirm. On success: "Customer's deposit balance" "Name" "successfully replenished in the amount of" "X". "Cancel" closes the window.

After a successful operation the window stays open: the fields are cleared so the next client can be served right away; close it with "Cancel".

Note: when the client is selected by scanning a card, the POS pre-fills "Sum" with their current deposit balance — in top-up mode replace that figure with the amount being added, or the deposit will be topped up by exactly the balance. If the card is not found there is no error message — the client stays "NOT CHOSEN", so check the field before confirming. The "Sum" field accepts digits only; an amount with a fraction can be entered via the on-screen keyboard (button next to the field, the "Enter amount" window) — non-numeric input shows "Check the input data".

Paying from a deposit

In the payment window press "Via deposit balance" — active only when a client is attached to the order. The label "On deposit" shows the balance, and the POS fills in the amount up to it. If the deposit does not cover the whole order, take the rest via mixed payment — see Payments and payment types. Possible messages: "Customer is not participating in a deposit system...", "Clent doesn't have money in his/her deposit".

Withdrawing (refunding) a deposit

Open "Cashbox" → "Withdrawal from deposit account" (outlet password if the permission is missing). Pick the client; "Sum" is pre-filled with the current balance — lower it for a partial withdrawal. Press "Accept" and confirm; on success the deposit is "successfully withdrawn in the amount of" "X".

You cannot withdraw more than the balance: the POS checks the amount against its latest known data and shows "Withdrawal sum is more than available on customer's balance".

The top-up and withdrawal windows look identical — tell them apart by the income-document checkbox (present only in top-up mode) and by the confirmation text. After a successful withdrawal the window also stays open for the next client.

Common problems

• "Ошибка проверки типа оплаты на роль депозита!" — the payment type used to close the order does not match the one configured as the deposit type. Check the payment-type setup in the dashboard or close the order with another type.
• "Не удалось получить остатки по депозитам..." (could not load deposit balances) — the cash report failed to load deposit balances; refresh the report. Client deposits themselves are not affected.
• "Ошибка выбора депозитной системы" (deposit system selection error) — the deposit payment type could not be selected and the POS fell back to the default payment type. Check that the client is in a deposit system and try again.
• "Customer is not participating in a deposit system..." — the client is not in a deposit-enabled discount program.
• "Clent doesn't have money in his/her deposit" — the balance is zero.
• No deposit buttons in "Cash related operations" — the deposit system is disabled for this outlet.
• "Customer is not chosen" — pick a client before confirming.
• "Check the amount to top-up" / "Check the amount to be withdrawn" — the amount is empty or zero.
• "Error while processing deposit balance top-up" / "Error while deducting/adding to customer balance..." — usually connectivity; check internet and retry.
• "Withdrawal sum is more than available on customer's balance" — you are withdrawing more than the POS knows to be on the balance. Lower the amount; if you are sure the balance is higher, synchronize and retry.
• "Permission denied!" — the top-up or withdrawal right is explicitly disabled in the employee card; in that case no password fallback is offered — the administrator enables the right in the dashboard. The password prompt appears only when the employee's rights are not configured; and if the outlet password is empty too, the operation opens with no prompt at all.

FAQ

How do I see a client's deposit balance?

Next to "On deposit" in the payment window, or pre-filled in the withdrawal window.

Why does the POS ask for a password?

The employee lacks the permission, so the outlet password is required (the prompts "Enter the password to deposit top-up" / "Enter the password to withdrawal from deposit" ask for the client password from the outlet's Passwords tab). Both are managed by the administrator in the dashboard. If the right is explicitly disabled in the employee card, the POS refuses with "Permission denied!" and offers no password fallback.

Can a deposit pay only part of the order?

Yes — the POS charges up to the balance; take the rest via mixed payment (Payments and payment types).