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How to Delete or Retain Gilbarco Passport Transaction & EOD Files on the Back Office Computer.

This article explains where to find the setting on PDI Essentials to delete/retain Passport files and how each option works, so you can choose what’s best for your setup.

Updated this week

Overview

  • Gilbarco Passport users can control whether transactional and End-of-Day (EOD) report files are deleted or retained on the Back Office Passport Network Drive after processing.

  • By default, PDI Essentials deletes files from BoOutBox Network Drive once they are processed and uploaded to your Essentials cloud database.

  • However, you can change this setting based on your store’s needs

Step-by-Step Process


Where to Find the Setting

  1. Click the 👤 Human Shadow icon

  2. Select POS Settings

  3. By default, you will land on the General Settings tab

  4. Scroll down to POS Register Settings

Available Options:

You will see the following two settings:

  1. Delete files from BoOutBox after processing?

  2. Delete files ignored from CSE from BoOutBox?

These settings control whether Passport files remain on the XML Gateway > BoOutBox Network Drive after processing.

To RETAIN Passport Files

  • Select No, keep them

  • Click Update Settings

What happens:

  • Passport transaction and EOD files are stored for up to 7 days

  • Files remain available in the XML Gateway > BoOutBox folder

To DELETE Passport Files

  • Select Yes

  • Click Update Settings

What happens:

  • Files are automatically deleted from the network drive

  • Deletion occurs immediately after data is processed by our servers

Important Notes & Recommendations

  • Use “No, keep them” if:

    • You use another Back Office program

    • You have any third-party software that relies on Passport XML files
      ​

  • Use “Yes” (delete files) if:

    • You use only PDI Essentials

    • You want to avoid folder buildup, storage issues, or partial data uploads

Keeping unnecessary files can lead to network drive accumulation, so deleting them is recommended when no other systems depend on this data.

  • If you use another Back-Office or 3rd Party Software with your Passport POS Register, ensure it does not delete files from **\XMLGateway\BoOutBox** Network drive.

  • If files are deleted before PDI Essentials processes them, required Day Close and Live Transactions files may fail to upload to your account

Frequently Asked Questions

What happens if I set "Delete files from BoOutBox after processing" to NO?

  • The files will remain in the BoOutBox folder, even after being processed by C-Store Essentials.

Can I change this setting later?

  • Yes, you can update this setting at any time through the Human Silhouette Icon > POS Settings

Why should I avoid deleting files if I use another Back-Office software?

  • If another system depends on these files, deleting them too soon could cause data loss or reporting issues.

What if my files are missing from the BoOutBox folder?

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