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How to Configure Passport Register Department/Merchandise Sales Settings

This article outlines the process to correct or confirm your Gilbarco Passport Register’s configuration settings to ensure accurate calculation of Department Net Sales and Discounts

Updated over 2 months ago

This configuration is needed to accurately collect the Day closing report for each store

What’s the difference? Back Office Interface will generate PJR files in XMLGateway folder Back Office where they can be polled and deleted by other services, whereas Third Party Data Interface will generate PJR files in a read only environment PPXMLData folder PJR. Below are steps for both processes.

Step-By-Step Process

  1. Log in to your Passport Register and Access the Manager Workstation

  • From your Passport Register confirm you are signed in with manager credentials

    • Clerk Credentials will not give you access to the manager workstation

  • From the point-of-sale screen after logging in, select the More button twice

  • Next select Tools

  • Then select MGR WKST

  • You will be taken to the “Frequently Used” tools menu, to enable PJR files

2. Enable Third Party Data Interface

  • On the left side of the screen, click the Setup option

  • Next select Store

  • Then click on Third Party Data Interface

  • Once in the Third Party Data Interface screen, under the Options tab, enable the Generate Transaction Level Detail (PJR) option by checking the check box

    • Do not enable the check boxes underneath

      • All versions above v10.x.x.x service pack P have Third Party Data Interface on the Passport

  • Next click the Save button to update the changes

3. Enable the BackOffice Interface

  • After clicking save, click exit to return to the Manager Workstation menu

  • Select Setup

  • Next select Store

  • Next select Back Office

  • Then select Back Office Interface

  • You will then be redirected to the Interface setting menu

  • Confirm that the Interface Format is set to NACS XML v3.4

  • Next click on the Generation Options tab

  • Confirm the following options are checked:

    • Generate Transaction Level Detail (PJR)

    • Generate Acknowledgement Files

    • Drop UPC Check Digit

💡 Tip!: Calculate Net Sales for Merchandise Code Movement and Item Sales Movement Options should remain unchecked. This adjustment prevents double deduction of discounts, ensuring that C-Store Essentials calculates Merchandise Sales and Discounts accurately

4. Set Up XML Gateway Polling

  • Next click on the Polling Options tab

  • Check the option to Enable XML Gateway File Polling

  • Enter the following details:

    • Username: BackOffice (capital B, capital O)

    • Password: BackOffice (capital B, capital O)

    • Directory Path to Pull XML Files From: Z:\BoOutBox\

    • Directory Path to Pull XML Files To: Z:\BoInBox\

5. Adjust XML File Import Options

  • Select the Import Options tab

  • Choose the option:

    • The Back Office Sends a Value of 0 for the base item in the POSCodeModifier tag

6. Save and Confirm

  • Click Save, then confirm by selecting:

    • OK on the first message

    • Yes on the second message

    • Yes on the third message

7. Finish Setup

  • Once complete, you’ll be directed back to the point-of-sale screen

  • If not, manually navigate to the point-of-sale screen

7. Restart Point of Sale-Register if Necessary

  • After completing the setup, consider turning the Point of Sale register off and on if changes do not take effect immediately


Frequently Asked Questions

Why is it important to uncheck the Calculate Net Sales option?

  • Unchecking Calculate Net Sales for Merchandise Code Movement and Item Sales Movement prevents discounts from being deducted twice, once at the register and again in the Back Office

    • If discounts are deducted twice, you will lose money as you will give the customer double what the brand is paying for the discount.

What should I do if I cannot locate the Back Office Interface setting?

  • Ensure you are logged in with the highest level of access.

  • The Back Office Interface can be found under Manager Workstation > Setup > Store > Back Office

Can I revert these changes if needed?

  • Yes, simply return to the same setting and check the Calculate Net Sales box if you need to revert to the original configuration

How can I confirm if the settings are correct?

  • The Passport Register should now generate Gross Merchandise Sales data at the end of each day’s close, without applying a double deduction on discounts

Where can I find additional guidance on configuring the Passport POS Register?

Why is this configuration needed?

  • This configuration is essential to accurately collect the Day Closing Report for each store, ensuring precise calculation of sales and discount data

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