Creating Tills and Buttons in Gladstone360

Problem

Site administrators need to build Gladstone360 tills and buttons, choose which payment methods staff can use, and fix buttons, products or payment methods that don't appear.

Resolution

Add a till

1. Create the till
   • Click the cog > Configuration > Tills > Add till.
   • Enter a name (for example Reception till, Café till), the sites, and choose desktop till.
   • Save. The two default tills can't be edited or deleted: the hardware service needs them.

Build the buttons

1. Add each button

   • Click + on a button and choose its function:
     • Product: search by ID or name for a single product.
     • Product group: one button for a Plus2 product group (for example all chocolate bars).
     • Till: link to another till (for example a café or retail screen, with a button back).
     • Workflow: sell memberships from the till.
     • Find invoice, Price level lookup, Refund, No sale.

2. Style the buttons

   • Use the paintbrush for button and text colour, and drag corners to resize.

3. Save and check

   • Save, then check the till on a PC (cog > PC settings > choose the till).

Allow payment methods

1. Check the payment method in Plus2

   • Check the payment method exists in Plus2 and is set up correctly for your finance set-up.

2. Allow it in the GMC

   • In GMC, go to Gladstone360 CheckIn POS > General Settings > Allowed Payment Methods and tick the methods front of house takes (for example cash, chip and PIN, voucher). Save.
   • Refresh the till (F5) or sign out and back in.

3. Allow it in the counted total (if applicable)

   • If staff declare this method at cash-up, set Allow in counted total on the payment method in Plus2 > Configuration > Finance > Payment Method.

4. Get a new method mapped (if applicable)

   • If it's a brand-new payment method, raise a case so Gladstone (the Data Consultancy team) maps it to your automated finance extract.

Notes

• Before you start:
  • You need permission to configure tills in Gladstone360, GMC configuration access, and Plus2 product configuration.
  • Till buttons in Plus2 (Configuration > Financial > Point of sale > Tills) don't affect Gladstone360. You build Gladstone360 tills separately.
  • Card machine set-up and terminal settings are handled by Gladstone. See Gladstone360 PC Settings, Hardware Service and Card Terminals.
• Product group buttons show the products in the Plus2 product group (Configuration > Financial > Product groups). Change the group in Plus2 to change what the button offers. See How to Add a Group Product Button to a Gladstone360 Till.
• To change a product button's text, rename the product in Plus2. If the button is an activity, its text comes from the activity description (Configuration > Bookings > Activities).
• A product that has been sold can't be deleted, so don't create test products on live.
• To scan a barcode at the till, open the product in Plus2, scan the item into the barcode field and save.
• Retail products need every customer price level ticked, or they can't be sold to, for example, a junior or senior record.
• A till's site group must include the site it's used at. Products limited to one site's group can't be sold on another site's till.
• Multi-site operators can build one till and use Save as for each site.
• Remove buttons you don't need:
  • denomination buttons;
  • Round up: removing it is advised if the till takes card payments, because it completes the sale as cash straight away, so staff can't choose card;
  • Exact amount;
  • Product lookup: it lets staff sell any product, including the price product behind a membership, without the membership;
  • activity products: they skip the booking sheet.
• Price level lookup can't be limited by role, so weigh the risk before adding it.
• Price level buttons switch the basket to another price level (for example Junior), so one product covers every price. The till defaults to the adult price level.
• Discount by % / by value buttons work on a selected basket item. Remove them, or deny the permission, if front of house shouldn't discount.
• For a short promotion, add a temporary button for a separately priced product rather than giving staff a discount button.
• Allowed payment methods appear on all tills. They can't currently be limited to one till or site, and they're shared across sites: check other sites before switching one off. To keep finance-only methods (for example BACS) off reception tills, take those in Plus2 or switch them on only when needed.
• Chip and PIN methods send the amount to an integrated card machine. Manual card doesn't: use it only when your site's procedure says so.
• Pay later confuses staff. Most sites deny it in POS permissions.
• A new payment method doesn't appear on the automated finance extract until Gladstone (the Data Consultancy team) has mapped it. Raise a case when you add one.
• Every product needs the right department and cost centre, or the finance extract is wrong. A Gladstone Reporting sales-by-department report helps find products on a catch-all department. See Setting Up Products for the Finance Extract (Departments and Promo Items).
• Troubleshooting:
  • A new payment method isn't on the till: it isn't ticked in GMC, or the till hasn't refreshed. Tick it in Allowed Payment Methods and refresh (F5). If it still doesn't show, untick, save, re-tick, save and refresh again. Clearing the POS cache is usually not required.
  • A new payment method is missing from the finance extract: Gladstone hasn't mapped it yet. Raise a case so the Data Consultancy team maps it.
  • The counted-total screen only offers some payment methods: Allow in counted total isn't set on the other methods. Set it on each method in Plus2 > Configuration > Finance > Payment Method.
  • The till doesn't show on a PC: the PC is set to another till, or the till's site group doesn't include this site. Check cog > PC settings and the till's site group.
  • A product won't sell to a junior or senior: the price level isn't ticked on the product. Tick every customer price level on the product in Plus2.
  • A product button doesn't work on another site: the product is limited to one site's group. Use a product whose site group includes this site.
  • Discount buttons are greyed out: no basket item is selected. Select the item first.
  • Staff can't use some till functions: this comes from roles or POS permissions. Compare the user's roles in GMC with a user who can.
• Common questions:
  • Can we limit a payment method to the café till only? No. Allowed payment methods apply to every till.
  • Will a new payment method show on our finance extract automatically? No. Gladstone (the Data Consultancy team) must map it. Raise a case.
  • Can Gladstone build our tills? No. Tills are configured by your site.
• When to contact Gladstone support:
  • A payment method still doesn't show after re-ticking and refreshing: include the payment method name, till and site.
  • You've added a new payment method and it needs mapping to your automated finance extract (done by the Data Consultancy team): include the method name and the budget code it should use.

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