Running POS Readings and Cash-up in Gladstone360

Problem

Front of house staff, duty managers and finance staff need to know which till reading to run in Gladstone360 and when, how automatic Z readings work, and how to fix cash-up differences.

Resolution

1. Open POS readings

   • Click the small cog (top right) > POS readings.

2. Choose the reading

   • User shift reading: everything one user processed, on any PC. Run it at the end of each shift (your cash-up).
   • Terminal reading: everything through one PC (for example the café till).
   • X reading: everything on the site (all PCs and users). Run it as often as needed, for example before the Z.
   • Z reading: the last thing each day. It closes the till and runs once a day.

3. Choose what to print

   • Choose what to print (payment details, sales details, cost centre/department, product details).

4. Enter the counted totals

   • Enter the counted totals and check the variance.
   • If the variance is outside your site's tolerance, recount before finalising.

5. Find an earlier reading (if applicable)

   • Archived readings show the last 30 days. Double-click to open one.

Notes

• Before you start:
  • Running readings is permission-controlled. X and Z readings are usually for supervisors; user shift readings may be allowed for all staff.
  • Check you're connected to the right hardware service and till (green bell). See Logging In to Gladstone 360 and Using the Hardware Service.
• User shift and terminal readings don't affect the supervisor's X or Z: the sales are still included in X and Z totals.
• Answering Yes to last reading on a terminal or user shift reading resets it.
• Force counted total makes staff declare each payment method separately (for example cash and card).
• A payment method only appears in the counted total if Allow in counted total is set on it in Plus2 > Configuration > Finance > Payment Method.
• Automatic Z: if nobody runs a Z, one runs during the overnight Start of Day (for example 05:00).
• Z reading settings are in GMC > Configuration > Gladstone360 CheckIn POS > POS Reading By Payment Method.
• Transactions taken before the automatic Z has completed won't appear on the next day's automatic Z. Wait for it to finish before trading.
• If Start of Day didn't run for several days, the next Z covers all of those days.
• Unpaid sales in a member's basket are removed when the Z runs. They stay on the member's account and can be added back to the basket the next day.
• Non-member sales drop off the non-member record after the Z.
• If you still take some sales (for example renewals) in Plus2, cash up in Plus2 as well.
• A back-office till needs its own hardware service (designation Office) and its own cash-up.
• Avoiding variances:
  • In Plus2 > Configuration > Finance > Payment Method (Options), each method has a Non-banked income tick. Tick it for money that never goes through the till (Gladstone Pay/online, recurring card payments, direct debit, salary deduction). Untick it for money you count at the till (cash, cheques, vouchers, card machine payments). A wrong tick causes a variance on every reading.
  • Payment methods that are switched on but not used can cause variances if picked by mistake. Remove them from the till or declare them.
  • Make sure staff know whether your readings use counted total (declare only certain methods) or total (declare everything).
  • Entering the card machine's end-of-day total into the reading reconciles card takings.
  • When a new payment method is added, Gladstone (the Data Consultancy team) must map it so it appears on your automated finance extract. Raise a case.
• Troubleshooting:
  • The auto Z doesn't match takings or misses early-morning sales: sales were taken before the auto Z completed. Wait until the Z has completed before taking transactions.
  • One Z covers several days: Start of Day didn't run. Raise a case to check automatic Start of Day.
  • The auto Z shows £ instead of €: the overnight Start of Day user has a GB regional profile. Raise a case if this causes problems.
  • Cashless transactions are missing from terminal readings: Print cashless is off. Switch on Print cashless on the terminal read.
  • The counted-total screen only offers a cash field: other methods aren't allowed in the counted total. Set Allow in counted total on each method you declare in Plus2 > Configuration > Finance > Payment Method.
  • A new payment method is missing from the finance extract: it hasn't been mapped yet. Raise a case so Gladstone (the Data Consultancy team) maps it.
  • There's a variance every day on online payments: Gladstone Pay (or another online method) isn't marked non-banked. Tick Non-banked income on that method in Plus2.
  • The card total doesn't match: a sale was taken while the PC was disconnected from its hardware service, or the wrong method was used. Check the bell and the member's Sales tab. Speak to your duty manager. Don't take card payments again.
  • An unpaid sale has gone from the basket: the Z cleared the basket. Add the unpaid sale back from the member's account.
• Common questions:
  • Can we run more than one Z a day? No. Run X readings as often as you like; the Z runs once.
  • Where are the Z reading settings? In GMC > Configuration > Gladstone360 CheckIn POS > POS Reading By Payment Method.
  • What happens if we forget the Z? The automatic Z runs overnight.
• When to contact Gladstone support:
  • Automatic Start of Day or Z didn't run: include the site, till and date.
  • You've added a new payment method and it needs mapping to your automated finance extract: include the method name.
  • The auto Z currency is wrong for your site.
• Related: Gladstone360 PC Settings, Hardware Service and Card Terminals; Gladstone 360 CheckIn POS General Settings; How to Generate X and Z Reports for Verifone Cloud Android PEDs in Gladstone360.

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