Chapter 1 - Overview

Shown below is the Gilbarco G-Site Cash Register Interface

 

To see the other interfaces, click Ruby, Wayne+, Wayne Nucleus or Gilbarco Passport

You can also program the Ruby Keys, to see the interface, click Ruby Keys.

The Cash Register Interface gives you the ability to connect to your Cash Register and download your Departments, PLU(s), UPC-Codes, Gas Prices and your daily Shifts. You can also program and upload new or existing Products back to the Cash Register.

On some Cash Registers, you can also upload your Gas Prices.

If this is the first time you run the Cash Register Interface, then you should click the Setup button.

A typical usage would be to do the following steps:

1.      Products Download – Download your latest prices from the cash register.  If you don’t change prices directly from the cash register, you can skip this step.

2.      Sales Download - Download your shift or day from the cash register.

3.      Verify – Verify what was last downloaded when you last clicked on “Sales Download”.

4.      Update Sales – Post the downloaded data into the software.

Chapter 2 - Setup

The "Cash Register Interface Setup" gives you the ability to customize the interface to your cash register to run properly with your Station and your existing Department setup.

Shown below is the Gilbarco G-Site Cash Register Interface Setup

To see the other interfaces, click one of the following: Ruby, Wayne+, Wayne Nucleus, Gilbarco Passport

Department Mappings:

This is the group where you set up most of your special Department Numbers. These are the Dept. Numbers as you see them on your Cash Register. In order for the Software to help you figure out your Net Income, we need to enter the proper Dept. # in the proper edit field.

Lottery Tickets is the Dept. key that you press on your Cash Register when someone buys Lottery Scratch Tickets. 

Note the check box to the right of the Lottery. If this is checked, we would take the amounts and put them in to the Short/Over form, which is the form you would be using to close the shift.  If you want to track your scratch tickets using our Lottery Scratch Tickets form, you should not have this box checked.  If you don't have this box checked, then you must go to the Lottery Scratch Tickets form, enter and save your data.

Lottery Machine is the Dept. key that you press on your Cash Register when someone buys a Lottery Machine ticket.

Lottery Paid is the Dept. key that you hit on your Cash Register when someone wins playing Lottery Scratch tickets and you pay the winner using this Dept. key.

Work Order Parts is the Dept. key that you hit on your Cash Register when someone is paying for parts that you used for the Garage. The reason we separate Parts and Labor is mainly to figure out the Tax.

Note the check box to the right of the Parts and Labor. If this is checked, we would take the amounts and put them in the Short/Over form, which is the form you would be using to close the shift.  If you want to use our Work Order form to give your clients professional work order printed receipts, then make sure the box is not checked.

Labor is the Dept. key that you hit on your Cash Register when someone is paying for Garage Labor. The reason we separate Parts and Labor is mainly to figure out the Tax.

Parts Cost Paid should be set to the Department you use on your Cash Register to ring-up what you are paying for parts if you ever pay your Parts Vendors directly from the cash register.

Money Order is the Dept. key that you hit on your Cash Register when someone gets a Money Order.

Other Income is the Dept. key that you hit on your Cash Register when someone buys anything else you make money on.

Rebate Promotion

Car Wash is the Dept. key that you hit on your Cash Register when someone pays for a car wash.

Car Rewash is the Dept. key that you hit on your Cash Register when someone pays for a car rewash.  This happens when the first wash does not come out properly.

Expenses Paid should be set to the Department you use on your Cash Register to ring-up expenses paid.

Vendors Paid should be set to the Department you use on your Cash Register to ring-up what you paid Vendors if you ever do pay them directly from the cash register.

Credit Cards should be set to the Department you use on your Cash Register to ring-up Credit Card(s) if you have a Credit Card device such as the VeriFone that is not connected to your Cash Register.  YOU SHOULD NOT USE THIS FOR REGULAR CREDIT CARD TRANSACTIONS THAT GO THRU YOUR CASH REGISTER.

Bottle Returns should be set to the Department you use on your Cash Register to ring-up Bottle Returns.

Coupons should be set to the Department you use on your Cash Register to ring-up Coupons.

Food Stamps should be set to the Department you use on your Cash Register to ring-up Food Stamps.

Drive Off should be set to the Department you use on your Cash Register when someone does not pay for Gas.

Employees Paid should be set to the Department you use on your Cash Register to ring-up any payments you make to your employees.

Station Configuration

This is the group where you select the kind of station you own and other misc. settings.

Batch Options

The “Auto backup batch to” should only be checked if you want to backup all the downloaded shift files.  The shift we download can automatically get backed-up to any folder that you specify in the edit field. Note that you can use a star "*" to indicate that you would like to create multiple backups separated for every download.

Example: If you specify "C:\TALK\*", you will see "C:\TALK\1", then "C:\TALK\2", etc.

Gateway Options

This is the group where you can configure how we interface to your Cash Register to perform all communications.

Product Setup

This is the group where you tell us what to do with your products as we synchronize your Cash Register with the Products Setup in this Software. The check box "Set Buying Price to a percentage of Selling" is used to automatically set a buying price. The default is 75 % which means a 25 % profit margin. If your margin is higher or lower, you can change this %age.

Download by

This is the group where you tell us that you want to download by Shift or by Day. We recommend that you download by Shift.

Cash Register Connection

You can specify the type of connection you are using.

The “Test Connection” button should be used to make sure your connection is working followed by the "Diagnostics" button.

Chapter 3 - Expanded

Looking at the bottom right hand side of the Cash Register Interface form, you can see an arrow [>] button.  You can click this button to expand the form to see more details.

The expanded area includes rare functionality that you almost never touch.

Delete All Products

This is a very dangerous operation to perform, so we highly recommend that you backup your Cash Register configuration before you perform this operation.. This button will delete every item from your Cash Register.

Delete Products Marked Deleted

This is a very dangerous operation to perform, so we highly recommend that you backup your Cash Register configuration before you perform this operation. This button will delete every item having Deleted set to true in the Products Setup.

GAS MAP

Some stations are not configured properly for some of the Grades. If you are having a problem with one of the Grades showing up as another, you can change the Mapping to accommodate your Cash Register.

If you are getting your Full Serve prices and Self Serve prices mixed up, try checking the “Switch Service” checkbox.

Chapter 4 - Usage

The first time you use the “Cash Register Interface”, you should click on "Products Download" in order to download all your products from your Cash Register to your Back Office PC. After the download is finished, you will be asked if you want to update your Products Setup, you should select yes.

If you picked no when prompted to update your Products Setup, you can click "Update Products".  The software will read what you downloaded and update your Product Setup.

If you want to add a new product or change an existing product price, you can use one of the following:

1.      Create/Modify Products

2.      Products Setup

3.      Change Product Prices

Gilbarco G-Site ONLY - If this is the first time you are about to download your shift, you may need to specify the Shift #. The Shift # is found on your Shift Report, NOT on your Pay Point Report. The shift # can be entered in the "Batch to download" edit field.

Click on the "Sales Download" button to download a shift. Note that the Last Batch edit field shows you the last Shift # that you downloaded, so if you do not enter a Shift # in the "Batch to download" edit field, we automatically download the next shift. So you only have to enter the "Batch to download" once, unless you want to skip a shift or go back to an older shift that you missed downloading.

After downloading the shift, click "Verify" to make sure you downloaded the proper shift.

After clicking "Verify", the "Update Sales" button gets enabled. Before you click on the "Update Sales" button, under "update options" check the boxes that apply to you.

The check boxes that should be checked for all stations are:

Gas Sale, Sales Room, Accounts, Discounts, Credit Cards, Paid Events

If you have a Car Wash, then make sure you check the "Car Wash" check box.

If Paid Events is not working for you, try the "Paid In" and "Paid Out" check boxes instead. Note that Paid Events is just a special way of getting Paid In and Paid Out with detailed events. We recommend using Paid Events in general.

You can now click on the "Update Sales" button, which tells the software to take the downloaded shift and automatically fill out all forms, such as Gas Sale, Salesroom, etc.

When Update Sales is finished, you should see the "Sales Log" with all the details.

You should also see the Short/Over form, which you should use to balance and Close your Shift.

Chapter 5 - Create/Modify Products

Shown below is an example of a product created using this form.

Under “Product Type”, you need to select the kind of product you want to create.  If you select “UPC-Code”, you can enter or scan the UPC Number and hit Enter.  If the product is not in your product setup the focus moves to the Product Name.

Type the Product Name and hit the Enter key.  Repeat this process until you have all the fields filled in.

Click Save when you finish.

You can click New to create another product.

When you finish creating all your products, click the “Send to Register” button.

Chapter 6 - Products Setup

You can view your Products directly in the Products Setup. This form displays product IDs, (UPCs, PLUs) ,Product Description, Buying and Selling Prices, Product Codes, Price Groups, etc.

 

You can produce a Report very easily from Product Setup by simply clicking on the report button.

 

Notice in the Report shown above the highlighted lines are for invalid pricing.

Chapter 7 - Product Wizard

This window gives you the ability to change the Buying Price, Selling Price, Department, Price Group, Product Code, Min and Max Inventory for many products matching a Product Name, Price Group or Product Code.  You can change the selling price for the whole group with a single click.  

Example:  Let's say you want to change all the "Marlboro" that are currently selling for $3.09 to $3.89.

Select the following:

Under “Select Product List by:” select "Product Name", enter "MARL". 

Click the FIND button. 

Under "Limit Search to:" select "Selling Price" = and enter "3.09",

Click the FIND button. 

 You will now see a list of all products matching the criteria you specified. 

Under "Change Field", select "Selling"

Under "New Value" enter “3.89”

Click "Change".

When you are satisfied, click "Save Changes" and then "Send to Register" to update the prices on your Cash Register.

If you are using a Gilbarco G-Site, you will see "Building Item Info", wait for the message to go away before you attempt to add any new products.

If you are using a Ruby VeriFone SuperSystem, you need to Log-off and Log back in to see the changes.

Chapter 8 –Automation

If you are going away on vacation, Automation can do all the work for you automatically. This is important because your Cash Register will only remember a limited number of shifts and days. If you don't do the Download for a while, you will not be able to get the shifts you missed.

You can start the Automation by clicking on the Daily menu and selecting "Cash Register Interface" and then "Auto" or by clicking on the "Auto" button from inside the Cash Register Interface form.

The Cash Register Interface - Automation form allows you to enter up to 6 times per day to download all your Shifts everyday. Let's say you have 4 shifts, the 1st shift starts at 8:00AM, 2nd shift starts at 12:00PM, 3rd shift starts at 5:00PM and the 4th shift starts at 10:00PM. If you know the 1st shift is going to start at 8:00AM, then you can setup the automation to start within 2hrs of the next shift starting, as long as you do it before the next shift begins.

When performing the automation, you have the option for "Product Prices" to be downloaded. This should be checked if you expect your product prices to be changed directly from the Cash Register.

You can click on Start Automation to start the automation.

You can cancel the Automation by clicking on the Stop Automation button.

When you come back from Vacation, you can click on the View Log button to see which shift was downloaded and when. We recommend that you print the log and do the following:

Click on the "Select Date" icon to start the Date form, pick the date of the shift that was downloaded.

Click on the "End of Shift" icon to start the "Short/Over" form. Enter the Shift # under Shift. You will instantly see the form get filled in with all the numbers. Enter how much cash was in the cash register, fix any discrepancies, and close the shift.

Repeat the above steps for every day/shift.

If you simply want to turn the computer on and allow the program to run automatically in automation mode, then you can create a shortcut as follows:

Right click on your desktop and select New and then Shortcut.

Under Command line, enter:

"c:\program files\station\station.exe" /auto /password=w

Click OK. You now see the Gas Station Icon on your Desktop, click it to make sure it works.

After you test your new Shortcut, you can now Drag it to the Start menu, then to the Programs and then to Startup. Once the Shortcut is under the Startup group, it will automatically run at startup.

If you want to download only without processing the files, check the “Download Only” checkbox in the Download Options tab.  When you come back, you can click on “Download Manager” and process the downloaded batches. 

Please Note that the computer has to be turned on for automation to take place.  So, if the computer shuts down for what ever reason make sure automation is turned back on.

Chapter 9 –Download Manager

Shown below is the Download Manager showing the shifts you need to process.  Select the 1st one and click "Process".  When you finish with the shift you can click "Archive" if you want to save it or "Delete" to remove it

Chapter 10 - Upload Products to Cash Register

When you click on this button, you have the option to upload All Products, All PLU(s), All Departments or All Products in the Selected Departments.  You also have the option to upload the Price Groups.

Chapter 11 – Products Download

When you first install the software, you need to click this button to download your department setup and all your PLU(s) and UPC-Codes from your cash register.

If you are planning on changing your product prices from this software and uploading the changes to your Cash Register, then you almost never have to click this again.

If you are changing prices directly from the cash register, then you need to click this button every time before you click Sales Download.

Chapter 12 – Sales Download

This is used to download your shift or day from the cash register.  The Shift to Download tells the software what to download.

When the download is finished, you can click Verify and make sure you downloaded the proper shift or day.

Now, click Update Sales to post the downloaded data into the software.  When the update is finished, you will see a Log File as shown below.