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Warehouse documents and the Warehouse interface — Paloma365 Classic (Windows POS) ​

A reference on warehouse documents in Paloma365 Classic, the Windows POS: the Warehouse («Склад») interface (receipts, sales, write-offs, stocktakes), the document and line windows, uploading to the cloud, and the documents you can create straight from the sales screen (write-off, transfer, completion act, warehouse request).

Opening the Warehouse interface without an open shift ​

  • Where: login screen → the Warehouse («Склад») interface → the «Документы поступления» (receipt documents) journal opens straight away.
  • How to enable: the Warehouse interface must be assigned to the employee. No open cash shift is needed to enter it — the same as for the Cashier, «Фасофка» (packing) and Courier interfaces.
  • Notes: entering and leaving the interface is written to the event log. Close («Закрыть») in the document journal returns to the login screen.

Choosing the warehouse document type: receipt, sale, stocktake, write-off ​

  • Where: document journal → «Документы» (Documents) → the Warehouse («Склад») window → «Инвентаризация» (stocktake), «Поступление товаров» (goods receipt), «Списание» (write-off) or «Реализация» (sale to a customer).
  • Notes: the journal title changes to «Документы поступления», «Документы реализации», «Документы инвентаризации» or «Документы списания», the columns are rebuilt and the filter is reset. There are no other types in the Warehouse interface: transfers, completion acts and warehouse requests are created only from the sales screen.

Warehouse document journal: which documents it shows ​

  • Where: Warehouse interface → document table; the arrow buttons on the right move the selection.
  • Columns: «Код документа» (document code), «Дата» (date), «Статус» (status), «№ документа» (document no.), «Поставщик» (supplier; «Заказчик», customer, for sales), «Проведен» (posted), «Сумма» (sum), «Комментарий» (comment). Stocktakes show «Учетная сумма» (book sum) and «Отклонение» (variance) instead; write-offs show «Статья расходов» (expense item) and «Готовить блюда».
  • What is listed: only documents created by the current employee in the current outlet's warehouse, at most the 100 most recent by date. Other employees' documents and other warehouses are not shown on the POS — a common reason for "I can't see the document".
  • Notes: the journal refreshes every 15 seconds. Old documents are eventually removed from the POS during sync (roughly older than one month, or three months, depending on the outlet's old-orders deletion setting).

Upload status in the journal: uploaded and not uploaded ​

  • Where: document journal → «Статус» and «Проведен» columns (icons).
  • How it works: after Save the document is marked «НЕ Выгружен» (not uploaded); background sync sends it to the cloud and the status becomes «Выгружен» (uploaded).
  • Notes: warehouse documents are uploaded only when the cloud is reachable, and not on every sync cycle but roughly every fifth — the status may change after a few minutes. After upload the posted flag and the document code come from the server. If the server rejects the document, its code is reset to «#» and the POS retries later.

Filtering the document journal by period, counterparty, number, code and sum ​

  • Where: journal → Filter → «Начало периода» (period start), «Конец периода» (period end), Customer («Контрагент»), «Входной документ» (incoming document), «Код документа», «Сумма документа» (document sum), the «Документ расход» list (All «Все» / «С расходом», with payment / «БЕЗ расхода», without payment) → Apply («Применить») or Cancel («Отмена»).
  • Defaults: the period is the last 30 days; the counterparty is picked from the client directory, other fields via the on-screen keyboard.
  • Notes: «Документ расход» is available only for receipts; for stocktakes the counterparty and «Документ расход» are disabled. The filter does not apply to write-offs. It only searches among the 100 most recent documents. Cancel in the filter window and changing the document type reset the filter.

Creating a new warehouse document: what is filled in automatically ​

  • Where: journal of the needed type → Create («Создать») → the «Создать документ» (create document) window.
  • Prefilled: date — today; author — the current employee; organization and warehouse — those of the outlet; expense item — the default from the dashboard settings (set separately for receipts, sales and stocktakes; write-offs have no default). The «Провести» (post) checkbox is cleared.
  • If the outlet has no warehouse: the message «В торговой точке не указан склад, сохранение документа невозможно!» (no warehouse set for the outlet, the document cannot be saved) appears and Save is disabled. The outlet's warehouse is set in the web dashboard.
  • Notes: a new document does not appear in the journal until it is saved.

Opening and editing an existing warehouse document ​

  • Where: journal → select a row → Open («Открыть») or double-click the row.
  • Notes: a document already uploaded to the cloud can also be changed — after Save the changes are sent to the server again. Clearing «Провести» on a previously uploaded document and saving sends an unposting to the server. Opening a document deletes all unsaved drafts of that document type.

Goods receipt document («Поступление товаров») ​

  • Where: «Документы» → «Поступление товаров» → Create. The window has «Поставщик» (supplier), «Дата:», «Комментарий:», «Сумма/Оплачено:» (sum/paid); the «Дополнительно» (more) panel has «Входной документ:», «Код:», «Организация:», «Склад:», «Статья расходов:»; the table is «№ / Товар / Цена / Кол-во / Сумма».
  • Filling in: the supplier is required — without it Save just moves the cursor to the supplier field, with no message. A new line's price comes from the item's last purchase price.
  • Notes: the document number is assigned by the cloud — «Код:» is filled after upload. The supplier's invoice number goes into «Входной документ:». The second part of «Сумма/Оплачено:» shows the payments to the supplier made against this document.

Receipt line: the «Добавить в документ» window ​

  • Where: document window → tap an item in the item panel or a table row → «Добавить в документ» (add to document) → «Себестоимость:» (cost), «Количество:» (quantity), «Сумма:» (sum) → Accept («Принять») or Cancel.
  • How it works: sum and price are recalculated from each other; values can be typed on the on-screen keyboard.
  • Checks: no item — «Товар не выбран» (item not selected); no quantity — "Enter quantity" («Укажите количество»); no price — «Укажите цену» (enter price).
  • Notes: tapping an item that is already in the document opens its line with quantity +1. The icon next to «Товары:» opens the item card for editing.

Markup mode in a receipt: repricing on arrival ​

  • Where: receipt window → the «Наценка» (markup) checkbox at the bottom. The table gets «Наценка», «Нов. цена» (new price), «Тек. цена» (current price), «Нов. Сум.» (new sum); the header gets «Тип цены:» (price type); the bottom shows «Cумма по новым ценам:» (sum at new prices). The line window gets «Наценка %:», «Округление:» (rounding), «Новая цена:», «Текущая цена:» with automatic recalculation.
  • Settings: the checkbox state is remembered on this computer and applied to new receipts. «Тип цены:» defaults to the purchase price type from the dashboard settings, or Retail («Розничная») if none is set.
  • Notes: markup, rounding and new price are sent to the cloud together with the document lines.

Returning goods to a supplier within a receipt ​

  • Where: receipt window → line → «Добавить в документ» → the «Возврат товара» (goods return) checkbox.
  • How it works: the checkbox makes the line's quantity and sum negative. It exists only in receipts.
  • Notes: there is no separate "return to supplier" document in the Warehouse interface — a return is a negative line in a receipt.

Paying a supplier from the cash drawer against a receipt ​

  • Where: receipt window → «Расход денег из кассы» (cash out) → the Cash withdrawal («Изъятие денег из кассы») window («Контрагент:», «Комментарий:», «Сумма:», «Статья расходов:», «Касса:», the Fiscal operation («Фискальная операция») switch) → Accept. Sum, supplier and expense item are taken from the document.
  • Conditions and messages: a supplier is selected (otherwise «Клиент не выбран!», client not selected); the employee has the cash-out right (otherwise "Permission denied!" «Недостаточно прав!»); the document is already saved (otherwise «Нельзя создавать расход в новом документе! сохраните документ и откройте его снова» — save and reopen); a cash shift is open (otherwise "Shift has not started" «Смена не открыта» — the Warehouse interface does not open a shift, a cashier must).
  • Notes: if a payment was already made, the POS asks «По данному документу уже был проведен расход, хотите провести повторно?» (pay again?). The payment is linked to the document: it shows in «Сумма/Оплачено:» and is used by the «Документ расход» filter.

Sale document («Реализация»): shipping goods to a customer ​

  • Where: «Документы» → «Реализация» → Create: «Заказчик» (customer), the «Дополнительно» panel («Статья расходов:»), table «№ / Товар / Кол-во / Цена / Сумма». Line window: «Цена:», «Количество:», «Сумма:», «Учетное количество:» (current stock).
  • Stock control: if the outlet forbids selling below zero, a line exceeding stock is rejected: «Не хватает товара на складе в количестве …» (not enough stock by …).
  • Notes: a new line's price follows the price type selected in the item panel. The customer is optional. The item field is labelled «Статья расходов:» even for sales; the list has all items from the dashboard. The sales journal has no expense-item column.

Write-off document («Списание») ​

  • Where: «Документы» → «Списание» → Create: «Дополнительно» panel → «Статья расходов:»; table «№ / Товар / Кол-во / Примечание». Line window: «Единица имерения:» (unit of measure, misspelt in the program), «Количество:», «Примечание:» (note).
  • Stock control: when negative stock is forbidden, writing off more than is in stock is blocked with «Не хватает товара на складе в количестве …».
  • Notes: write-offs have no supplier field. The «Сумма:» field is visible but not used for write-offs: no document total is calculated there (the field stays empty or shows 0). No default expense item is filled in. The line note is typed on the on-screen keyboard.

Stocktake document («Инвентаризация»): book and actual quantity ​

  • Where: «Документы» → «Инвентаризация» → Create: table «№ / Товар / Учет. кол-во / Кол-во / Отклон. / Себест. / Учет. сум. / Сумма»; at the bottom «Учетная сумма:», «Фактическое количество:», «Отклонение:» (read-only). Line window: «Учетное количество:», «Себестоимость:», «Количество:», «Сумма:», «Учетная сумма:», «Отклонение:».
  • Filling in: the book quantity comes from the outlet warehouse's current stock; the actual quantity is entered by hand. If «Сумма» is cleared, «Укажите Сумму» (enter sum) appears.
  • Notes: despite the «Себестоимость:» (cost) label, sums are calculated at the item's selling price, not the purchase price. Document totals are recalculated on every line change.

Filling a stocktake from stock («Заполнить по остаткам») ​

  • Where: stocktake window → «Заполнить по остаткам» (fill from stock).
  • How it works: all items with non-zero stock in the outlet warehouse are added: book quantity = stock, actual = 0.
  • Conditions: the button is visible only to employees with the stock-report viewing right. If the document already has lines, the POS asks «Очистить документ перед добавлением?» (clear the document first?); answering no adds nothing.
  • Notes: stock is taken from POS data minus items in unclosed orders, so its accuracy depends on stock sync with the cloud.

Filtering stocktake lines: all, surplus, shortage ​

  • Where: stocktake window → above the table «Фильтр: » → All («Все») / «Излишки» (surplus) / «Недостача» (shortage).
  • How it works: surplus — lines where the actual quantity is above book; shortage — below.
  • Notes: the filter panel exists only in stocktakes.

Who sees book stock in warehouse documents ​

  • Effect: without the "view stock report" right, the stocktake hides the «Учет. кол-во» column and the line fields «Учетное количество:» / «Отклонение:»; the item panel's «Ост» (stock) column stays empty; a receipt in markup mode has no «Ост.» column.
  • How to enable: the right is assigned to the employee in the web dashboard; the POS receives it on sync.
  • Notes: the book quantity is still saved in the document — only the display is hidden. The same right controls the «Заполнить по остаткам» button.

Item panel in a warehouse document window ​

  • Where: document window → arrow button top right (show/hide the panel): Price type («Тип цены:»), table «Товар / Цена / Ост», buttons Up («Вверх») / Down («Вниз»).
  • Settings: «Тип цены:» is shown only if the dashboard has price types besides Retail. The list length is limited by Settings → Program appearance («Вид программы») tab → Display settings («Управление отображением») → Item display limit («Лимит товаров в списках»), 100 by default.
  • Notes: folders have a grey background; tapping a folder opens it, the «.» row returns to the root. The list follows the POS menu and is rebuilt when the menu updates. It opens automatically when a search returns results.

Searching and scanning items in a warehouse document ​

  • Where: document window → search field at the top → Enter or the magnifier button; next to it are the on-screen keyboard and clear buttons.
  • How it works: search runs only on Enter, the magnifier or after on-screen keyboard input (not while typing). A scanner works as a keyboard (code + Enter). Search order: barcode → PLU → article → name → weight/count barcode; article and name match any part of the text. For weight and count barcodes the quantity comes from the barcode; prefixes come from the POS settings.
  • Result: a single match is added to the document at once (added to the existing line's quantity). Several matches open the item panel with results. Nothing found — the item creation window opens with the typed text in the barcode field; the card can be saved only with a cloud connection, then the item is added to the document.

Adding a whole folder («Добавить всю папку») ​

  • Where: document window → select a folder (or an item in it) in the item panel → «Добавить всю папку» (add whole folder; written with a double space in the program).
  • How it works: items are added with zero quantity (in stocktakes — with the book quantity from stock). If an item is selected, its folder is used. Only non-deleted items from the outlet menu are added.
  • By document type: receipts add the folder and its subfolders without duplicate checks; sales and stocktakes include subfolders and skip items already in the document; write-offs add only the items of the selected folder itself (no subfolders), and items already in the document may be duplicated.

Editing and deleting warehouse document lines ​

  • Editing: tap a table row — «Добавить в документ» opens with the current values → Accept. In receipts the price is recalculated as sum / quantity. The arrow buttons next to the table move the selection.
  • Deleting: «Удалить товар» (delete item; asks «Удалить товар из документа?») or «Удалить все» (delete all; asks «Удалить все товары из документа?»). In an uploaded document, deleted lines are sent to the cloud as deletions on save.
  • Sorting: tapping a column header sorts the lines; the column and direction are remembered on the POS separately for each document type.

Document header fields: the «Дополнительно» panel ​

  • Where: document window → the «Дополнительно» (more) panel (tap to expand): «Входной документ:», «Код:», «Организация:», «Склад:», «Статья расходов:», «Тип цены:»; at the top «Поставщик»/«Заказчик», «Дата:», «Комментарий:».
  • Filling in: organization, warehouse, expense item, price type — picked from directories; incoming document and comment — on-screen keyboard; supplier/customer — from the client directory; date — calendar. The warehouse list is limited to the current outlet's warehouses.
  • Notes: «Код:» is read-only — the number is assigned by the cloud. The author is always the current employee (the author field is hidden). Saving without a warehouse shows "Warehouse isn't chosen!" («Склад не выбран!»); without an organization — «Оранизация не выбрана!» (misspelt in the program).

Posting a warehouse document with «Провести» ​

  • Where: document window → the «Провести» (post) checkbox at the bottom, next to Save.
  • How it works: it is cleared on a new document; to affect stock, tick it before Save. The server posts the document when it receives it. Clearing the checkbox on a previously uploaded document and saving unposts it.
  • Notes: the posted flag in the journal comes from the server after upload. POS stock does not change instantly — only after stock is received from the cloud.

Saving a warehouse document without internet ​

  • Where: document window → Save → back to the journal.
  • How it works: the document is stored on the POS as «НЕ Выгружен» and sent to the cloud automatically at the «Складские документы» (warehouse documents) sync stage when a connection is available. Documents created offline wait for the connection.
  • Notes: if the server rejects the document, its code is reset to «#».

Closing a document with unsaved changes ​

  • Where: document window → Cancel («Отмена») or closing the window.
  • How it works: if there are unsaved changes, the POS asks «В документе имеются несохраненные изменения, удалить их?» (discard unsaved changes?). Answering no keeps the window open.
  • What is discarded on yes: a new document is deleted entirely; for a document already uploaded to the cloud, all changes from this session are discarded.
  • Tip: if the document is not uploaded yet (status «НЕ Выгружен»), finish your edits with Save rather than Cancel.

Printing labels from a receipt ​

  • Where: the «Документы поступления» journal → select a document → Label printing («Печать этикеток») for all lines. In a receipt line window — Print («Печать») for one item's labels.
  • Notes: label printing is available only in the receipt journal. For a new, not yet uploaded document, labels are printed from the POS copy. In the line window, markup mode prints the new price, otherwise the line price; the number of labels equals the line quantity.

Switching interface quickly from the warehouse journal ​

  • Where: document journal → the unlabelled icon button at the left end of the button bar → the employee's interface list.
  • Settings: hidden by Settings → Program appearance tab → Disable interface switch menu («Отключить меню смены интерфейса»).
  • Notes: the journal closes and the POS shows the same employee's interfaces at once — no password prompt.

Write-off document from the sales screen ​

  • Where: «Режим продаж» (sales mode) → add items to the order → menu button (icon next to the employee details) → «Списание» → "Write-off document created!" («Документ Списание создан!»).
  • How to enable: Settings → General settings («Общие настройки») tab → Extensions of interfaces («Расширение режимов») → «Документ списания (кнопка в режиме продаж)» (write-off document button in sales mode). The setting syncs with the cloud.
  • Conditions: cloud connection; the order is not empty ("Order is empty!" «Счет пуст!»), not printed ("Order is printed" «Счет распечатан»), not closed ("Check is closed" «Счет закрыт»).
  • Notes: the POS first checks the account online. The document goes to the cloud at once; warehouse and organization are the outlet's. On success the order is cleared; on error — "Failed to create write-off document!". It prints on the receipt printer (a 58 mm layout exists). Such documents are not shown in the Warehouse journal — see them in the dashboard.

Transfer between warehouses from the sales screen ​

  • Where: sales mode → add items → menu button → Transfer («Перемещение») → window «Из склада:» (from) / «В склад:» (to) → Save → "Transfer document created!".
  • How to enable: Settings → General settings → Extensions of interfaces → «Документ перемещения (кнопка в режиме продаж)» (syncs with the cloud). A cloud connection is required.
  • Notes: "from" defaults to the outlet's warehouse; the lists contain all company warehouses. This is the only way to make a transfer on the POS. The document goes to the cloud at once and prints on the receipt printer (a 58 mm layout exists).
  • Pitfalls: if "to" is not chosen, the first warehouse in the list is used; identical warehouses are not checked. Closing the window with Close creates nothing and shows "Failed to create transfer document!".

Completion act from the sales screen: building a kit item ​

  • Where: sales mode → add items → menu button → Completion act («Акт комплектации») → item creation window → number of kits (Quantity, «Кол-во», default 1) → label printing window → "Completion act created!".
  • How to enable: Settings → General settings → Extensions of interfaces → Completion act (button in sales mode) (syncs with the cloud). A cloud connection is required.
  • How it works: the new item's price equals the order total, the barcode is generated automatically, the name is "Товар #<barcode>", and the folder is the one chosen the last time an item was created on the POS (can be changed). Both the components and the kit are sent to the cloud; the act prints using the warehouse request form.
  • Notes: closing the item window without saving creates no act and shows "Unable to create completion act!".

Warehouse request from the sales screen ​

  • Where: sales mode → add items → menu button → Request («Заявка») → "Warehouse request created successfully!".
  • How to enable: Settings → General settings → Extensions of interfaces → Warehouse request (button in sales mode). This setting applies only to this computer and is not synced to the cloud. A cloud connection is required.
  • Notes: the request contains the order items, client and comment; it goes to the cloud at once and prints on the receipt printer (a 58 mm layout exists). The item is shown only in normal sale mode. On error — "Failed to create warehouse request!". Not to be confused with the «Заявки» (delivery requests) interface.

Creating a new item from a warehouse document ​

  • Where: document window → «Создать товар» (create item) → item creation window → after saving, «Добавить в документ» opens for the new line.
  • Conditions: a cloud connection is required, otherwise «Отсутвует подключение к серверу, создание товара невозможно!» (no server connection, item cannot be created; misspelt in the program).
  • Notes: after creation the POS menu is refreshed and the item appears in the item panel. When an item is created from a search that found nothing, it is added to the document right away with quantity 1, without the line window.

Fonts of the warehouse document window ​

  • Where: Settings → Program appearance tab → Warehouse display («Отображение склада») → Font of item list («Шрифт списка товаров») / Font of receipt content («Шрифт табличной части») → standard font dialog.
  • How it works: default is Segoe UI, 11. The setting syncs with the cloud and applies the next time a document is opened.
  • Notes: the same fonts are used on some other screens (kitchen screen, folder selection, return search).