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Returns, receipt copies, bill history and bill corrections — Paloma365 Classic (Windows POS) ​

A reference for operations on bills that already exist in Paloma365 Classic: returns with and without a receipt, receipt copies, bill history, unlocking, changing the employee and changing the payment type of a closed bill, plus the permissions and passwords that control them.

The "Options" window on the cashier screen: where returns, copies and bill history live ​

  • Where: cashier screen → select a bill in the list → "Options" («Опции»). Group "Operate with orders" («Работа со счетами»): "Unlock the order" («Разблокировать счет»), "Split the bill" («Разбить счет»), "Receipt copy" («Копия чека»), "Return" («Возврат»), "Dish transfer" («Перенос блюд»), "Change the payment type" («Изменить вид оплаты»), "Change the employee" («Сменить сотрудника»), "Stop-list" («Стоп-лист»), "Bill history" («История счета»). Group "Additional functions" («Дополнительные функции»): "Table placement map" («Дизайнер столов»), "Label printing" («Печать этикеток»). Button "Close" («Закрыть»).
  • Which buttons are shown: in the Cashier interface — all of them. In the «Администратор зала» (Hall administrator) interface, "Return", "Receipt copy" and "Change the payment type" are hidden. If the POS settings (tab "Program appearance" («Вид программы») → "Type of business" («Тип заведения»)) are set to "Retail store" («Розничный магазин») or "Beauty saloon" («Салон Красоты»), "Unlock the order", "Split the bill", "Stop-list", "Dish transfer" and "Table placement map" are hidden.
  • Notes: while an operation runs, the window buttons are locked; the window closes after the operation.

Picking a bill from the list when none was selected ​

  • When it appears: if no bill was selected before "Options", the operations "Unlock the order", "Split the bill", "Dish transfer", "Change the employee" and "Change the payment type" open a list of bills of the current shift: columns «№», "Sum" («Сумма»), "Status" («Статус»), "Payment type" («Тип оплаты»), field "Search:" («Поиск:»), buttons "Accept" («Принять») / "Cancel" («Отмена»).
  • Access: if the employee has a permissions record in the dashboard, the "view total report" permission is required (otherwise "Permission denied!" («Недостаточно прав!»)). If there is no permissions record and the outlet has a total-report password, the POS asks "Enter the password to "All"" («Введите пароль для "Все"»); if no password is set, the list opens straight away.
  • Notes: if you cancel or access is denied — "Choose order!" («Счёт не выбран!»). "Return" does not need the list — the receipt is searched inside the return window. "Receipt copy" without a selected closed bill only offers "Find receipt". "Bill history" without a selected bill shows an empty table.

Return against a closed receipt: opening the return window ​

  • Where: cashier screen (Cashier interface) → "Options" → "Return" («Возврат»). The "Return" window has three steps: find the receipt → "Next" («Далее») → pick items → "Next" → payment type → "Accept" («Принять»).
  • Access: if the employee has a permissions record, the "return" permission is required (if it is off — "Permission denied!"). With no permissions record, the POS asks for the outlet return password ("Enter the password to "Return""). If no return password is set, returns are unavailable: "To refund you need to set the password!" («Для возврата необходимо установить пароль!») with a hint — dashboard → the "Торговые точки" (Outlets) directory → the outlet → the passwords tab.
  • Conditions: the shift must be open (otherwise "Shift has not started!" («Смена не открыта!»)) and the cloud must be reachable. If the POS has data not yet uploaded, it warns "Attention! By pressing yes, you will launch the data sync" («Внимание! Будет проведена синхронизация данных») and waits for the sync to finish; if you decline, the return window does not open.

What happens after a return is completed ​

  • The return is saved as a separate bill with negative quantities, linked to the original receipt.
  • A message goes to the manager, and other workplaces get a pop-up «Возврат счета № … за дату … Сумма чека … Сотрудник …» (Refund of bill No. … for date … Receipt sum … Employee …), plus the note if one was entered. An immediate sync then starts.
  • If no items were selected for return — "The amount to return must be more than 0" («Необходимо указать позиции для возврата количеством более 0»).
  • An error while saving or on the fiscal register — "Error while processing the return!" («Произошла ошибка во время возврата!») with the reason; the return is cancelled. The exception is a payment-receipt printing error (see the section on printing the return receipt): at that point the return is already completed.

Finding the receipt by number, date and time (step 1) ​

  • Where: return window → "Point of sales" («Торговая точка», drop-down) → "Enter the bill number:" («Введите номер счета:», with on-screen keyboard and clear buttons) → "Select an order creation date:" («Выберите дату когда был создан счет:») → "Select the time when order was created: For example: 9:35" («Выберите время когда был создан счет: Пример: 09:35»; fields "Hours", "Minutes", "Seconds") → "Next". "Cancel" closes the window.
  • How to fill in: the number is required («Введите номер чека!» — Enter the receipt number!). If hours and minutes are empty, the POS asks «Вы уверены что хотите осуществить, возврат только по номеру чека?» (Are you sure you want to return by receipt number only?) and searches by number and date. Seconds are optional. Defaults: today's date and your own outlet; you can pick another outlet of the company.
  • Possible answers: «Счет с таким номером и датой не найден!» (No bill with this number and date!), «Указанный счёт является возвратом для другого счёта!» (This bill is a return for another bill!), «По указанному счёту уже был осуществлен полный возврат!» (This bill has already been fully returned!). If several receipts match — «С данными парметрами найдено несколько счетов, произведите поиск счета по товару» (several bills found, search by item; the typo is in the program), and a list of the found receipts opens.
  • No connection: "Error accessing cloud services" («Ошибка доступа к облачным сервисам») or «Ошибка при попытке соединения с облаком для возврата» (error connecting to the cloud for the return).

Finding the receipt by item name and sale period ​

  • Where: return window → step 1 → "Find order" («Поиск чека») → "Item name" («Наименование товара», on-screen keyboard), "Choose the period of sale" («Выберите период когда была продажа», «C:» / «ПО:»), "Select retail point" («Выберите торговую точку»), "Find" («Найти») → table of receipts → "Up" / "Down" → "Apply" («Применить») or "Cancel".
  • How to fill in: the item name is required («Не указано наименование товара» — item name not specified). The period defaults to today; if the start is after the end — «Не корректный период» (invalid period). The outlet defaults to yours; you can choose "All" («Все»).
  • Result: columns "Date", «#», "Total", "Table", "Customer", "Items", "Note", "Point of sales". After "Apply", the number, date, time and outlet are filled into step 1 and the POS loads the receipt immediately.
  • Notes: the search runs in the cloud; with no internet — «Ответ от сервера не распонан, прверьте интернет и повторите попытку» (server response not recognized, check the internet; typos are in the program).

Original receipt details on the item-selection step ​

  • Where: return window → step 2, above the table: «Cчет №: …» (bill No.), "Customer: …" («Клиент»), "Payment type: …" («Тип оплаты»), "Discount: …%" («Cкидка»), «Cервис: …%» (service), «Итоговая сумма: …» (total), and, if present, "Note:" («Примечание:») with the original receipt's note (read-only).
  • Notes: on a repeat return against the same receipt only the not-yet-returned remainders are shown, and the total is calculated from them. In «Cчет», «Cкидка», «Cервис» the first letter is Latin — that is how the program shows it.

Partial return: moving items into the return list ​

  • Where: step 2: the receipt items on the left (№, "Item name" («Наименование»), "Qty" («Кол-во»), "Price" («Цена»), "Discount" («Скидка»), "Sum" («Сумма»)), items to return on the right. Arrow buttons between the tables: single right — the selected item, double right — all items, double left — clear the return list. "Cancel" goes back to step 1.
  • Quantity: for piece goods the single arrow moves 1 unit, for weighed goods — the whole sold quantity. With "Request quantity" («Запрашивать кол-во», Yes/No) switched on, the POS asks "Enter amount" («Введите количество») on every move; a quantity above the remainder is rejected. If the receipt has one item and its whole quantity is moved, it is a full return.
  • Notes: you cannot remove a single item from the return list — only clear the whole list. Toggling "Request quantity" clears the return list. An item already moved in full cannot be moved again with the single arrow («Нельзя сделать возврат по данной позиции!» — cannot return this item). The double "all" arrow still works after moving individual items: it replaces the return list with all items of the receipt.

Picking an item by scanning its barcode or marking code ​

  • Where: step 2 → field «Отсканируйте штрих-код или марку» (Scan a barcode or marking code; scanner plus Enter, or the on-screen keyboard button; clear button).
  • How it works: the barcode is matched against the POS item catalog (main and additional barcodes) or against the marking code of the sold item. The first matching item is moved just like with the single arrow (respecting "Request quantity").
  • Notes: if nothing matches, the field is simply cleared with no message.

Returning marked goods ​

  • How it works: for an item sold with a marking code, the POS requires scanning the code when moving it (or takes the code typed into the search field). It must match the sold code — otherwise "Item with the given marking was not found!" («Товара с данной маркировкой, нет в счёте!») and the item is not moved.
  • Notes: when moving all items, the code is requested for each marked item; refusing to scan stops the move. Marking codes of returned items are saved with the return.

Items sold with a fixed-sum discount can only be returned in full ​

  • When: if a fixed-sum discount was applied to the original receipt (including the POS local sum discount — Settings → "General settings" («Общие настройки») → "Extensions of interfaces" («Расширение режимов») → "Use sum instead of percentage for discount" («Использовать локальную суммовую скидку»)).
  • What you see: when moving the item the POS asks «При продаже данного товара применялась суммовая скидка. Оформить возврат возможно только на полное количество. Вы уверены, что хотите сделать возврат?» (A sum discount was applied to this item; it can only be returned in full. Continue?).
  • Notes: the quantity is not asked even with "Request quantity" on — the whole sold quantity of the item is taken.

Note on the return bill ​

  • Where: step 2 → "Order note" («Примечание к счету») → note entry window; the text is shown in the return window as "Note:…" («Прим.:…»).
  • Notes: the note is saved with the return and added to the pop-up sent to other workplaces. The original receipt's note is shown separately, read-only. Moving all items fills in the original receipt's note — enter your own note after moving the items.

Goods return form ​

  • Where: step 2 → switch "Return sample" («Бланк возврата», Yes/No). The cashier cannot change it — it only shows the setting. After "Accept" a print preview of the form opens.
  • How to enable: Settings → tab "Receipts and reports" («Чеки и Отчеты») → section "Systemic control" («Системное управление») → "Require filing of return form" («Требовать заполнение бланка возврата товара»). Off by default; the setting applies to this computer only.
  • Contents: outlet, employee, number and date of the original receipt, returned items with quantity and sum.
  • Notes: the form prints after the payment receipt; if the receipt failed to print, the form is not produced. If the form cannot be generated, the POS shows "Report printing error: Return form generation error: …" («Ошибка при печати отчёта: Ошибка формирования бланка возврата: …») — the return itself is already completed.

Choosing how the money is refunded (step 3) ​

  • Where: step 2 → "Next" → step 3: "Payment type: <original payment type>", a table of payment types marked "Fiscal" («Фискальный») / "Not fiscal" («Не фискальный»), and "The check is fiscal" («Чек фискальный») / "The check is not fiscal" («Чек не фискальный») for the original receipt → "Accept". "Cancel" goes back to step 2.
  • Available types: the original payment type is preselected; you can pick another. Credit is offered if the original receipt was paid on credit. Deposit is hidden if the receipt's customer is not in the deposit system, if the receipt was paid with mixed payment, or if a fiscal register / online cash register is connected. With payment types bound to workplaces (dashboard), the list is limited to types visible on this workplace plus cash, card and deposit.
  • Refund to deposit: the sum is credited to the customer's deposit via the cloud with the message "Customer's deposit balance "…", successfully replenished in the amount of "…"" («Депозит контрагента "…", успешно пополнен на сумму "…"»). If the customer is not in the deposit system — "Customer is not participating in a deposit system...".
  • Notes: without workplace bindings, only cash, card and deposit are marked "Fiscal".

Refunding a mixed-payment receipt with the same payment types ​

  • What you see: step 2 → all items → "Next" → «Счет был оплачен смешанным видом оплаты. Провести возврат средств теми-же видами оплат?» (The bill was paid with mixed payment. Refund with the same payment types?). "Yes" completes the return at once; "No" lets you choose one payment type on step 3.
  • When: on a full return of a mixed-payment receipt; the POS gets the payment breakdown from the cloud. If it cannot — «Не удалось получить данные о видах оплаты, продолжить?» (Could not get payment type data, continue?).
  • Notes: for a partial return of a mixed receipt the payment type is chosen manually on step 3. When refunding "with the same types", a refund (or cancellation) runs on the terminal for each terminal payment type, then the return receipt is fiscalized as mixed payment. The deposit part is not credited back to the customer's deposit.

Refunding through a bank card terminal ​

  • Terminals: Kaspi, Halyk, Forte, Freedom, BCC, Alatau, Alsep — when the chosen payment type is bound to a terminal (connected in Settings → tab "Plugins" («Плагины»)).
  • How it works: after "Accept" the operation goes to the terminal. Kaspi, Halyk and Alsep always perform a refund. Forte, Freedom, BCC and Alatau: if the original receipt is from the current shift — the operation is cancelled, otherwise refunded.
  • Terminal error: the question "Process refund without the terminal KASPI?" («Провести возврат средств без использования терминала KASPI?», or HALYK / FORTE / FREEDOM / BCC / ALATAU / ALSEP) with the terminal's error text. "No" cancels the return.
  • Limitation: Forte, Freedom and BCC do not support a partial refund within the same shift — the POS shows "HALYK terminal only supports full receipt refund, select All items and retry" (the terminal name in the text is as in the program).

Fiscal return receipt on an online cash register or fiscal register ​

  • How it works: if the chosen payment type is fiscal, after "Accept" the POS automatically fiscalizes the return on the connected online cash register / fiscal register (Settings → "Equipment" («Оборудование») → "Fiscal printers" («Фискальные принтеры»), tab "Plugins").
  • Errors: an online cash register error is shown with its own text and the return is not saved. A hardware fiscal register error cancels the return with "Error while processing the return!".
  • Notes: UzKassa does not perform returns from the program: "Fiscal refund for UZKassa must be proceeded on terminal!". The online return receipt receives the original receipt's data (transaction number, fiscal number) taken from the cloud.

Original receipt data for a fiscal return ​

  • Where: when the receipt is loaded (moving to step 2) the window «Введите информацию из оригинального чека» (Enter the original receipt data) opens: «Фискальный признак:» (fiscal sign), «Дата и время:» (date and time), «Общая сумма:» (total), «Регистрационный номер кассы (ККМ КГД):» (register number), «Признак автономности чека:» (offline receipt, switch) → "Accept" / "Cancel".
  • How to enable: Settings → "General settings" → "Extensions of interfaces" → «Запрашивать данные чека основания» (Request original receipt data). Off by default; the setting syncs with the cloud.
  • Notes: fields are prefilled with data saved for the original receipt if it was fiscalized by an online cash register; you can edit them. The window opens on every return, even when data exists. "Cancel" does not discard the input — the field values are applied anyway.

Printing the return receipt (payment receipt marked "(Возврат)") ​

  • When: automatically after "Accept" if payment-receipt printing is enabled for the outlet in the dashboard. «(Возврат)» (Return) is printed next to the bill number.
  • Number of copies: Settings → "Receipts and reports" → section "Number of receipts/sub-orders to print" («Количество печатаемых чеков/подзаказников») → "Bill" («Счет об оплате») / "Fiscal bill" («Фискальный счет об оплате»).
  • A printing error does not cancel the return: the return is already saved; the POS shows "Error while processing the return!" with "Order was saved, but failed to print the payment receipt!". Do not repeat the return — print a copy via "Options" → "Receipt copy". In this case the return form is not printed and the immediate post-return sync does not start.

Return without a receipt in retail sales mode ​

  • Where: sales mode with type of business "Retail" («Розница») → add items to the bill → "Return" button on the retail panel → payment window in return mode.
  • How to enable: Settings → "Program appearance" → «Показать "Возврат" в рознице» (Show "Return" in retail; on by default; syncs with the cloud).
  • How it works: no original receipt is looked up: all item quantities become negative; return permission and password are not checked. The return is fiscalized through the payment window, a payment receipt is printed, and sync starts.
  • Notes: an empty bill cannot be returned ("Order is empty!" («Счет пуст!»)). On error — "Failed to process the payment!" («Произошла ошибка при оплате!») with the reason; if the payment window step failed, the quantities in the bill turn positive again. Such a return has no link to an original receipt and is not included in the returns report.

Printing a copy (duplicate) of a closed bill's receipt ​

  • Where: cashier screen (Cashier interface) → select a paid bill → "Options" → "Receipt copy" («Копия чека») → question «Распечатать копию чека №…?» (Print a copy of receipt No. …?) → "Print" («Печать») or "Close".
  • Access: if the outlet has a receipt-copy password in the dashboard, the POS asks "Enter the password to "Receipt copy""; with no password — the print window opens at once. With a wrong password the window simply does not open.
  • Conditions: the bill must be closed (paid); otherwise the window shows "Choose order!", "Print" is disabled and only "Find receipt" («Найти чек») remains.
  • Notes: the copy uses the payment-receipt form with a "копия" (copy) background mark, exactly 1 copy; then "Receipt copy was printed successfully!" («Дубликат счета распечатан!»). If the printer is busy — "Print subsystem is busy!". The button is hidden in the Hall administrator interface.

Copy of a receipt found in the cloud (another shift or workplace) ​

  • Where: "Options" → "Receipt copy" → "Find receipt" → search window (item name, period, outlet) → "Find" → select the receipt → "Apply" → the copy prints.
  • Conditions: internet is required; the receipt data is loaded from the cloud and printed on the payment-receipt form with the "копия" mark.
  • Notes: the number of copies follows the payment-receipt print settings (a copy of a selected bill always prints 1 copy). With no internet or a cloud error, nothing prints and no message is shown on screen.

Fiscal duplicate on the WebKassa online cash register ​

  • Where: "Options" → "Receipt copy" → switch «И фискальную копию» (And a fiscal copy) → "Print" (or "Find receipt" → "Apply").
  • When available: the switch is active only with the WebKassa online cash register connected (Settings → tab "Plugins"). The fiscal number and online shift number saved for the receipt are used; if they are missing, the fiscal copy is silently skipped.
  • Notes: for other online cash registers, including Kaspi, the fiscal copy is unavailable — the switch is disabled. Result: "Fiscal bill duplicate printed!" («Дубликат фискального счета распечатан!») or the online register's error text.

Bill history: the log of actions on a bill ​

  • Where: cashier screen → select a bill → "Options" → "Bill history" («История счета») → table "Item" («Товар»), "Action" («Действие»), "Date", "Employee" («Сотрудник») → "Close".
  • Access: no password or permission; also available in the Hall administrator interface.
  • What is logged: actions on the bill at the POS — unlocking, refusals, discounts, service, customer change, adding and deleting items, printing, payment, prepayment, return, payment type change, transfer, table change, stop-list — plus the current bill items ("in order" («в счете») in the Action column).
  • Notes: if no bill was selected, the table is empty — no bill list is offered.

Unlocking a printed bill ​

  • Where: cashier screen → select a bill → "Options" → "Unlock the order" («Разблокировать счет») → «Счет №… был разблокирован!» (Order No. … was unlocked!).
  • Access: the employee's unlock permission or, with no permissions record, the outlet password ("Enter the password to "Unlocking"" («Разблокировку»)). If no password is set — "To unlock the order you need to set the password!" with a hint where to set it.
  • Conditions: the bill must be printed and not closed — otherwise "Order is not locked..." («Счет не заблокирован...») / "Check is closed..." («Счет закрыт...»).
  • Notes: hidden for business types "Retail store" and "Beauty saloon"; available in Hall administrator. Unlocking is recorded in the bill history and journal; other workplaces get a pop-up «Счет №… был разблокирован! … Рабочее место: …» (… Workplace: …). On error — "Failed to unlock the order!".

Changing the employee (waiter/cashier) on a bill ​

  • Where: cashier screen → select a bill → "Options" → "Change the employee" («Сменить сотрудника») → employee list with "Select" («Выбрать») / "Cancel" → "Employee was successfully changed!" («Сотрудник у счета был успешно изменен!»).
  • Access: with a permissions record, the "change employee" permission is required (otherwise "Permission denied!"); with no permissions record, the operation is available without a password.
  • Conditions: a bill without an employee, or an open (not printed and not closed) bill; otherwise "Change employee only on active or unprinted bills!".
  • Notes: available in Hall administrator. The change is not written to the bill history.

Changing the payment type of a closed bill ​

  • Where: cashier screen (Cashier interface) → select a paid bill → "Options" → "Change the payment type" («Изменить вид оплаты») → window "Change the payment type" («Смена типа оплаты»): items, "Current payment type" («Текущий тип оплаты»), list "New payment type" («Новый тип оплаты»), hint "A return of chosen order will be made and a sale with a chosen payment type will be created" → "Accept" / "Cancel".
  • Access: the same permission and password as returns (prompt "Enter the password to "Change the payment"" («Смена оплаты»); with no password set — "To refund you need to set the password!"). The shift must be open and the cloud reachable; the POS syncs data first if needed.
  • Conditions: the bill is closed, from the current shift and outlet, with a positive sum, not mixed payment, with no earlier returns. Errors, under «Изменение типа оплаты невозможно...» (payment type change impossible): «Счет с таким номером и датой не найден!», «Запрещено изменять вид оплаты для счетов с отрицательной суммой!» (not allowed for negative bills), «Данный счет был оплачен смешанным типом оплаты...» (paid with mixed payment), "A return was previously processed for this bill...".

Changing a closed bill's payment type: available types and printing ​

  • Available types: the "Change the payment type" button is hidden in Hall administrator. The new-type list excludes the current type, deposit and SmartPlaza; with workplace bindings — only types visible on this workplace plus card and deposit. The return and the new sale are fiscalized and go through the terminal when needed; an error in the second part — «Ошибка создания счёта с измененным типом оплаты...» (error creating the bill with the new payment type). Both documents print as payment receipts if printing is enabled in the dashboard.

Employee permissions and outlet passwords for returns, unlocking and copies ​

  • Where configured: in the dashboard — employee permissions (return, unlock bill, change employee, view total report, view returns report) and outlet passwords (the "Торговые точки" directory → passwords tab: return, unlock, receipt copy, total report). The POS receives them via sync.
  • Check order: if the employee has a permissions record, the permission decides ("Permission denied!" if off; no password asked). With no permissions record, the outlet password is asked.
  • When a password is mandatory: for returns, payment type change (the shared return password) and unlocking — without a password the operation is unavailable ("To refund…" / "To unlock the order you need to set the password!"). For a receipt copy the password is optional (without it, printing goes straight ahead), and employee permissions do not restrict copies. Changing the employee has no password.
  • Notes: the password is typed on the on-screen keyboard ("Enter the password to "…""); a wrong one — "Wrong password!" («Неверный пароль!»). The exception is receipt copy: with a wrong password no message appears, the print window simply does not open.

Returns report for the current shift ​

  • Where: cashier screen → "Reports" («Отчеты») block → "Other reports" («Другие отчеты») → «Отчет по возвратам» (Returns report) → preview and print.
  • Access: with a permissions record, the "view returns report" permission is required (otherwise "Permission denied!"); with no permissions record, the report is available, no password.
  • Contents: items of receipt-based returns of the current shift: name marked «(возврат)» (return), quantity, price, sums, discount, service.
  • Notes: returns without a receipt from retail sales mode are not included — they have no link to an original receipt.