Sales and orders — Paloma365 Classic (Windows POS)

This article is about Paloma365 Classic, the POS program for Windows. The sales screen is the cashier's main workspace: create an order (bill), add items, change quantities, add notes, remove lines and proceed to payment. The other Classic POS guides build on this article. The Classic interface is in Russian; original UI names are shown in quotes.

Overview

Everything revolves around the order. The order list on the cash screen shows status, payment type, total, employee and client, with the "Все" (All) / "Оплаченные" (Paid) filters and the "Просмотр" (View), "Оплата" (Payment) and "Опции" (Options) buttons. Shift closing and X/Z-reports are covered in Shift closing and Z-report.

Creating an order and adding items

• New order — press "Новый счет"; in cafe mode you can also open a table.
• Menu tiles — tap a product tile to add it. Stop-listed items are marked "В СТОП ЛИСТЕ" and cannot be sold.
• Search — the "Подробный поиск..." field (F3) searches the catalog by name, barcodes, PLU code and article number all at once — there is no search-type switch to set. A scanned barcode goes to the "ШК товара" (Item barcode) field (F4) and adds the item automatically.
• Search by code — the "Поиск по коду" (Search by code) button opens the "Введите код" (Enter the code) window so a barcode can be typed on the on-screen keyboard. A quick-search button next to the menu opens a search popup right over the tiles.
• Stock filter — a toggle above the menu switches between "Все товары" (All items) and "Только с остатками" (Only in stock). If the menu suddenly looks empty, check this filter first. A completely unconfigured menu shows the hint "Возможно не настроены товары для отображения!" (Items appearance isn't configured).
• Quantity — select a line, press "Кол-во" (F7) and enter the amount; weighted goods ask for the weight. Home adds one more unit. The plus/minus icon buttons next to the order also add or remove one unit; decreasing the quantity counts as deleting from the order, so the minus button requires the delete right — otherwise the POS says "Нельзя удалять со счёта!" (Can not delete from order). Quantity cannot be changed for saved lines, modifiers, marked goods or combos — the POS explains which case applies (e.g. "Нельзя изменить количество у сохраненного товара!" — Can not change the quantity of a saved item).
• Notes — "Примечание" (Ins) adds a note to the selected line. If preset notes are configured in the back office, a list is shown (including "Убрать примечания" — Remove note); otherwise an on-screen keyboard opens. "Прим. ручные" (Manual notes) on the "..." panel always opens the keyboard directly. "Примечание к счету" (Order note) is the note for the whole order. Notes work only before the line is saved ("Позиция сохранена, установить примечание невозможно!") and cannot be put on combos, modifiers or marked items; the employee also needs the note-editing right.
• Deleting a line — select the line and press Del. An unsaved line is removed; a saved line (already sent to the kitchen/printer) is processed as a refusal. Either way the POS may ask for a password — see below.
• Payment — the "Оплата" (Pay) button (Enter) opens the payment window; see Payments and payment types. If the order contains an item that is sold on a timed-price schedule and is currently unavailable, payment is blocked with the message "В счёте имеются позиции, недоступные для продажи на данный момент!" (the order contains items unavailable for sale right now; this message is shown in Russian) — remove the line or wait for its selling hours.

Order header buttons

The header of the sales screen changes parameters of the whole order:

• "Клиент" (Customer) — pick a client manually; the code field next to it selects a client by card code.
• "Сервис" (Service) — service charge percent for the order: the "Введите процент сервиса" (Enter service charge percentage) window. Requires the service-change right.
• "Скидка" (Discount) — percent discount for the order: "Введите процент скидки" (Enter the discount percentage). Requires the discount right.
• Sum discount — next to the percent discount there is a fixed-sum discount field: "Введите сумму скидки" (Enter the discount sum). Same discount right.
• "ШК товара" (Item barcode) — the barcode-scanner field.
• "Гостей" (Guests) — guest count: "Введите кол-во гостей" (Enter the guest amount).
• "Стол" (Table) — move the order to another table (list of halls/tables or the hall layout). Requires the table-change right; the move is written to the order history.
• "Сотрудник" (Employee) — assign the order to another employee (waiter).

Discount and service changes are recorded in the order history.

Pre-check — the "Печать счета" (Print receipt) button

"Печать счета" prints a preliminary (non-fiscal) bill for the guest before payment — the usual café/restaurant flow.

• If the discount reminder is enabled in the back office, the POS first asks "Вы установили скидку и количество гостей?" (Did you set the discount and guest count?). Answering "No" cancels printing.
• The POS saves the order, prints the pre-check and marks the order as printed.
• A printed order is locked for changes: adding items or pressing the button again shows "Счет распечатан!" (Order is printed). The order can then only be paid.

The "..." panel — extra line actions

The "..." button under the order opens extra actions for the selected line:

• "Изм. цену" (Change the price) — the "Введите цену" (Enter the price) window. Requires the price-change right; not available for saved lines ("Нельзя изменить цену у сохраненного товара!") or combos.
• "Скидка" (Discount) — a percent discount for a single line ("Введите скидку", max 100%). Requires the discount right.
• "Сервис" (Service) — a service percent for a single line ("Введите сервис"). Requires the service right. With a mix of saved and unsaved lines the POS asks to save first: "В счёте есть не сохранённые позиции. Предварительно выполните сохранение." (Bill contains unsaved items. Please save changes first.)
• "Изменить товар" (Change item) — catalog-edit mode: the menu is outlined in blue and tapping a tile opens the product card for editing. Press the button again to leave the mode.
• "Матер." (Materials) — consumable materials for a service: attach materials that will be written off from stock. Works only for services ("Материалы можно добавить только в услугу..." — Materials can be added only on a service); not available inside combos.
• "Статус заказов" (Order status) — opens the dish readiness screen (see Kitchen screen).
• "Прим. ручные" (Manual notes) and "Примечание к счету" (Order note) — see Notes above.

"Журнал", "Подарок", "Готовность блюд", "Турникет" buttons

The button set at the bottom depends on the outlet mode:

• "Журнал" (Journal) — the client appointment journal (see Journal and online booking). The POS may ask for the password set on the outlet's "Пароли" (Passwords) tab; a wrong entry shows "Неверный пароль!" (Wrong password).
• "Подарок" (Gift) — loyalty gifts. Visible only when the order has a client enrolled in the loyalty program; the button shows the client's points, e.g. "Подарок(5)". See Gifts and certificates.
• "Готовность блюд" (Food readiness status) — the dish readiness screen (see Kitchen screen).
• "Турникет" (Turnstile) — open/close a connected turnstile (see Tariffs and turnstile).

Deferred (pending) orders

Deferred orders let the cashier run several orders in parallel — e.g. serve the next customer while the previous one stepped away. Enable "Отложенные счета" (Pending receipts) in the POS settings and set the maximum number of simultaneously open orders.

• Numbered tabs appear above the order; the "+" tab opens a new empty order.
• When the limit is reached the POS says "Достигнуто максимальное количество отложенных счетов!" (Reached the maximum amount of pending orders) — pay one of the open orders first.

Retail panel: reports, shift, returns

In retail mode the sales screen has a quick-operations panel:

• "Отчет" (Report) — a chooser with "Итоговый отчет" (Final report) and "X-Report" (plus "Закрыть" to cancel). Each report needs the matching employee right. See POS reports.
• "Закрыть смену" (End the shift) / "Открыть смену" (Start the shift) — shift control right from the sales screen (see Shift closing and Z-report).
• "Возврат" (Return) — process a refund (see Returns). This button can be hidden in the POS settings.

Warehouse documents from the sales screen

In retail mode the current order lines can be turned into a warehouse document:

• "Заявка" (Request) — "Заявка на склад создана!" (Warehouse request created successfully);
• "Акт комплектации" (Completion act) — "Акт комплектации создан!";
• "Перемещение" (Transfer) — "Документ Перемещение создан!" (Transfer document created);
• "Списание" (Write-off) — "Документ Списание создан!" (Write-off document created).

These buttons are hidden by default and enabled in settings (e.g. "Заявка на склад (кнопка в режиме продаж)" — Warehouse request button in sales mode). An internet connection is required — otherwise the POS reports a missing connection. See Warehouse documents.

Hotkeys

Defaults for the sales screen (an administrator can change them):

Key	Action
Enter	Pay the order
Esc	Exit
Del	Delete line
Ins	Line note
Home	Repeat (+1 quantity)
F2	Select client manually
F3	Search item by name
F4	Search item by barcode
F5	Clear name search
F6	Select client by card code
F7	Change quantity
Shift	Pick item from list menu

Besides the configurable bindings, system keys work too: F1 opens the built-in help (if the help file is installed next to the program), up/down arrows move the selected order line (in list-menu mode left/right move through the item list), and Alt+F4 closes the sales screen — but if the order still has lines and the employee lacks the delete right, the window will not close.

More operations

The "Опции" (Options) button opens extra operations. Group "Работа со счетами": unlock order, split order, stop list, change employee, move items, change payment type, receipt copy, refund, order history. Group "Дополнительные функции": table designer, label printing. Available buttons depend on the outlet type.

Common issues

• Password prompt on deletion ("Введите пароль для…") — this protection is configured by the administrator in the back office: "Торговые точки" (Outlets) → your outlet → "Пароли" (Passwords) tab. Enter that outlet password, not the employee password. Until a password is set (and rights are not restricted), deletion works without a prompt.
• "Неверный пароль!" (Wrong password) — ask the administrator for the password from the outlet's Passwords tab.
• "Недостаточно прав!" (Insufficient rights) — the action is disabled in the employee's rights.
• Refusal password not set — deleting a saved line is a refusal and needs its own outlet password.
• "Счет распечатан!" (Order is printed) — a pre-check has already been printed for this order, so items cannot be added. Pay the order.
• "Значение задано неверно, для не весового товара количество должно быть целым" (for a non-weighted item the quantity must be a whole number) — fractional quantities are only for weighted items.
• "Для товара <name> неверно задано количество!" (wrong quantity for the item) — the entered quantity fails the maximum check for that line. Check the number and try again.
• "Ошибка отказа..." — the refusal (deleting an already saved line) did not save. Retry; if it persists, message us here without closing the order.
• "Не удалось создать заявку на склад!" — the stock request from the sales screen was not created; retry.
• "Ошибка изменения процента скидки...", "Ошибка изменения суммы скидки...", "Ошибка изменения процент сервиса..." — the order header edit did not save; the reason is on the next line. Check whether the bill is already printed and retry.
• "Произошла ошибка при удалении отложенного счета" — the deferred order was not deleted; refresh the list and retry.
• "Произошла непредвиденная ошибка при разблокировки счета." — a printed order could not be unlocked for editing; retry.
• "Не удалось авторизоваться повторите попытку!" / "Произошла ошибка!" on confirming an action — the password or the rights were not confirmed; try again.
• "Ошибка сохранения счёта!", "Ошибка сохранения счета при печати!", "Произошла ошибка при оплате" — the order did not save; see the section on orders that will not save below.
• "Изменение количества невозможно..." / "Изменение цены невозможно..." (Can not change the quantity / Unable to change the price) — this is the wrapper; the real reason is on the second line of the message. Read it — usually it is one of the cases below.
• "Нельзя изменять количество у модификатора!" / "Нельзя удалять модификатор!" (Can not change quantity of modifier / Can not delete modifier) — a modifier line is selected, and a modifier belongs to its dish. Work with the dish line instead: deleting it removes its modifiers too.
• "Нельзя изменять количество товара с модификаторами!" (Unable to change the quantity of an item with modifiers) — the dish already has modifiers chosen. Delete the line and add the dish again with the quantity you need; modifiers are picked while adding.
• "Нельзя изменять количество у комбо блюда! Количество выбирается при формировании кобмо-заказа с помощью кнопки "Общее количество комбо"" (Can not change the quantity of a combo meal — use the "Total combo amount" button) — combo quantity is set while the combo is assembled. See Combo sets.
• "Нельзя изменять количество у тарифа!" (Can not change the quantity of a rate) — the line came from a time-based rate, so its quantity is calculated from time, not typed by the cashier.
• "Нельзя изменять количество у браслета!" (Can not change the quantity of a bracelet) — the line is bound to a bracelet code.
• "Введенное количество превышает количество в счете!" (Entered quantity is more than in order) — you are decreasing by more than the line holds. To remove the position entirely, delete the line.
• "Невозможно оказать услугу частично..." (Service cannot be provided partially) — a warning, not a refusal: a service cannot have a fractional quantity, so the POS rounds it down to a whole number (zero becomes one).
• Payment blocked with "В счёте имеются позиции, недоступные для продажи на данный момент!" — an item in the order is sold on a timed-price schedule and is currently unavailable. Remove the line or wait for its selling hours.
• "СЧЕТ СОХРАНЯЕТСЯ. ОЖИДАЙТЕ." (ORDER IS BEING SAVED, PLEASE WAIT) — the POS is writing the order; wait for it to finish.
• "Остатки не актуальны! Восстановите последовательность." (Stocks aren't up-to-date! Reestablish documents order) — stock balances need recalculation; see Stock remains.
• "Достигнуто максимальное количество отложенных счетов!" (Reached the maximum amount of pending orders) — the deferred-orders tab limit is reached. Pay one of the open orders or raise the limit in the POS settings.
• The "Возврат" (Return) button disappeared from the retail panel — it was hidden in the POS settings; enable it again.
• The menu does not show all items — the "Только с остатками" (Only in stock) filter is on; switch it back to "Все товары" (All items).

The order will not save, will not pay, or its total disagrees

These messages come from the outlet's database, not from the internet. Do not close the program — the order you typed lives inside it until you do.

• "Ошибка выполнения запроса при сохранении шапки счета!", "Ошибка выполнения запроса при сохранении/обновлении табличной части счета!", "Ошибка выполнения запроса при оплате счета!" (a query failed while saving the order header / its lines / while paying) — the outlet database refused the write. The exact reason is on the second line of the message. Check that the outlet's main computer is on and the network works (see Several registers in one outlet), then message us here without closing the POS.
• "Невозможно выполнить START TRANSACTION!", "Невозможно сохранить изменения в БД!", "ОШИБКА COMMIT ТРАНЗАКЦИИ", "Невозможно откатить изменения в БД!" — the same thing at transaction level: the changes did not reach the database. This is about the local outlet database, not the internet: the POS sells without internet, but cannot work without its own database.
• "Сумма табличной части (…) и сумма "шапки" (…) счета № (…) не совпадают!" (the sum of the lines and the order total do not match) — the POS compared the order total with the sum of its lines and found a discrepancy; it is written to the journal. Do not pay such an order — send us the order number from the message.
• "Ошибка при сравнении суммы "шапки" счёта и табличной части счета..." — the comparison itself could not run (usually the same database cause); the reason is on the second line.
• The same write failures in their short forms: "Ошибка выполнения запроса при сохранении табличной части счета!", "Ошибка выполнения запроса при обновлении шапки счета!".
• "Сохранение данных невозможно", "Ошибка сохранения данных", "Ошибка сохранения.", "Ошибка занесения данных в журнал!", "Ошибка создания сессии пользователя", "Ошибка обновления признаков шапки счета!", "Произошла ошибка при установке флага «Распечатан»" — the same family: the write to the database failed. Same actions: do not close the program, check the database link, message us here.
• "Произошла непредвиденная ошибка при расчёте содержимого счета." / "Произошла непредвиденная ошибка при загрузке шапки счета." — the order did not recalculate or did not open. Repeat the action; if it repeats, message us here without closing the program.

FAQ

Deleting vs refusing a line?

An unsaved line is simply removed. A saved line is processed as a refusal, with its own employee right and outlet password.

The hotkeys differ from the table — why?

The table lists defaults; the administrator may have changed the bindings in the POS settings.

What is the difference between a pre-check and a receipt?

The pre-check ("Печать счета" — Print receipt) is a preliminary, non-fiscal bill printed for the guest before payment. The receipt is printed when the order is paid. After the pre-check the order is locked for changes until payment.

Why can't I set a line discount or change a line price?

Most often the line is already saved (sent to the kitchen/printer) — price and quantity of saved lines cannot be changed, and for line discount/service the POS asks to save the whole order first. The other reason is a missing employee right.

How do I run several orders at once in retail?

Enable "Отложенные счета" (Pending receipts) in the POS settings and set the limit. Tabs appear above the order; the "+" tab opens a new order.

Why is the "Подарок" (Gift) button not visible?

It appears only when the order has a client enrolled in the loyalty program; without a client (or for a non-loyalty client) the button is hidden.