Configure a Gilbarco Passport POS for Advantage

On this page

1. Purpose
2. Step 1: Back Office Interface
3. Step 2: Third Party Data Interface
4. Step 3: Photos for Advantage
5. Step 4: Export the price book once
6. How the crew closes on the register
7. Check the result

Purpose

Advantage reads a Gilbarco Passport store from the files the register writes to its XMLGateway share: every sale as it happens, and the register’s own books at each shift and store close. This page lists the settings that make Passport write those files.

Every change below is made on the Manager Workstation, which is part of the register: reach it at the register with the POS ↔ MWS toggle. It is not the store computer, and a remote session to the store computer cannot reach it, so someone has to stand at the register.

Step 1: Back Office Interface

Open Set Up → Store → Back Office → Back Office Interface and choose NACS XML v3.4 as the interface format. It has four tabs.

Documents

This grid decides which close files the register writes. Tick these six documents in both the Store Close and the Shift Close column, and leave every other row clear:

• Fuel Grade Movement
• Item Sales Movement
• Merchandise Code Movement
• Miscellaneous Summary Movement
• Tax Level Movement
• Tank Product Movement

Generation Options

Turn these on and leave the others off:

• Generate Transaction Level Detail (PJR)
• Reassign PLUs to Assume Department Changes
• Generate Network Batch Data Capture XML File
• Generate Acknowledgement Files, if your Passport shows it. The register uses these files to confirm each price change sent from Advantage. Some Passport versions do not have this setting; that does not stop the setup.
• Include Original Cashier ID in PJR file

Leave Use Manifests, Combine Transaction Level Detail Files, Enforce XML Schema Definition and Calculate Net Sales off.

Polling Options

Leave Enable XMLGateway File Polling off, with its user name, password and folders empty.

Import Options

Choose 0 for the base item in the POSCodeModifier tag, keep Alert cashier at POS when pricebook import is complete on, and process 1 item record, then pause for 300 milliseconds. Leave Items default to Food Stampable off.

Select Save.

Step 2: Third Party Data Interface

Open Set Up → Store → Third Party Data Interface. On the Options tab, turn these on:

1. Generate Transaction Level Detail (PJR)
2. ZIP Individual PJR files at store close
3. Export price book when price book is imported from an external source
4. Export price book on a nightly basis
5. Copy inbound Item List, Combo And Match files

Leave Combine Transaction Level Detail Files, Wetstock Export Enabled, Export Fuel Prices Every 30 Minutes and Copy end of period XML summary files off, then select Save.

If your Passport version names a setting differently or does not show it, do not guess at a look-alike: photograph the screen and send it to Advantage.

Step 3: Photos for Advantage

While you are at the Manager Workstation, take clear photos of:

• each of the four Back Office Interface tabs, after Save;
• the Third Party Data Interface Options tab, after Save;
• Tax Maintenance, every tax and its rate (Passport does not send tax rates in its files);
• Department Maintenance, the whole list.

Avoid photographing card numbers or anyone’s password.

Step 4: Export the price book once

When your Advantage contact asks, open Third Party Data Interface and select Export Pricebook. Advantage reads the items, item lists and deals from that export, then from the nightly export after it.

How the crew closes on the register

Advantage follows the register’s own day and shifts, so two habits matter:

• A Store Close every night. Only a Store Close moves the register to the next business date. A missed night puts two days of sales on one date.
• A Shift Close at each shift change, then Close Shift on the Terminal. Never a Shift Close in place of the night’s Store Close.

Keep the store computer on, too: Passport removes its close files after seven days. See Keep the Windows store computer awake.

Check the result

• Fresh files appear in the XMLGateway share after the next sale.
• After the next Shift Close and Store Close, Advantage shows that shift and day. Your Advantage contact checks them against the register’s own reports.
• The register’s clock and business date are right. If they are not, contact the store’s Gilbarco service company; do not force a close or change taxes or departments yourself.