Taking Payments and Discounts at the Gladstone360 Till

Problem

Front-of-house staff need to take payment, split payments, pay for others and apply discounts at the Gladstone 360 till, and administrators need to choose which payment methods the tills offer.

Resolution

1. Choose the payment methods tills offer

   • The methods offered in the basket and POS are those ticked in GMC Gladstone360 CheckIn POS > General Settings > Allowed Payment Methods (default Cash and Cheque). They appear on all tills and can't currently be limited to one site or till.
   • Enable only what front of house takes (for example cash, chip and PIN customer present/not present, manual card for contingency, cheque, voucher). Don't enable old promotion or voucher methods just because they exist.
   • Some methods are rarely needed at the desk: Gladstone Pay (online only) and bank transfer (usually block bookings).
   • To keep finance-only methods (for example invoice/BACS, internal recharges) off reception tills, either continue taking those in Plus2, or enable a method temporarily and turn it off afterwards. Promotional methods can also be switched on temporarily.
   • Without integrated chip and PIN, consider a single Card method instead of separate debit and credit: staff often can't tell which a contactless payment is.

2. Take payment with Pay now

   • Pay now offers the enabled payment methods. Integrated card terminals are used where configured; manual payment methods can also be used.
   • With an integrated card machine, Chip and PIN customer present sends the amount to the PDQ and marks the sale paid automatically. Manual card doesn't send the amount, so use it only when the terminal is down and payment was taken separately.
   • Pay by Link: staff can email a GladstonePay payment link for a sale from 360 POS (telephone payments). See Paying Invoices and Sending Pay by Link from Gladstone360 POS.

3. Split a payment (if applicable)

   • Enter part of the amount; 360 prompts for another method for the remainder.

4. Pay for others (if applicable)

   • Add items for others (Pay Invoice For Others) pulls another member's basket items, for example a linked member's, into this one to pay together, keeping each sale on its own record. It's usually quicker to open the payer's record.

5. Apply a discount (if applicable)

   • Select the basket item first. Discount by % and Discount by value are greyed out until you do.
   • Membership fees can't be discounted; only one-off fees (Apply Membership Discounts (one-off fees only)).

6. Change the price level for one sale (if applicable)

   • Price level lookup on the till changes the price level for a sale (for example to concession).

7. Use the other till functions as needed

   • Pay later parks the sale: it disappears from the till and comes back as an unpaid sale (see Notes). It confuses staff, so most sites deny it in POS permissions.
   • No sale opens the drawer without a sale (permission as policy).
   • Reprint last transaction reprints the last chip and PIN slip from the PED.
   • Submit Chip & PIN offline transactions sends transactions stored offline on the PED to the provider.
   • To refund a sale, see Viewing Sales and Processing Refunds in Gladstone 360.

Notes

• Pay later: guidance describes the parked sale coming back either after start of day or the nightly process, or by bringing it back with Add unpaid sales (also described as Add unpaid fees).
• Bookings and memberships at the POS: class and activity menus are available on the POS, so staff can book without going back to Check-in. Memberships can be sold from the POS with a Workflow till button.
• Who can discount: discount buttons are available to everyone unless denied in permissions (Apply Discounts) or the buttons are removed. Restrict discounts to senior roles if front of house shouldn't discount.
• Price level lookup is different from Price Level Override, which applies automatically from the product configuration (see Price Level Override (PLO)).
• Non-member sales: sales on the non-member record drop off its sales list after the Z reading; next day they can only be found by the receipt's transaction number. Sell to the customer's own record where possible. The GMC can return POS to the non-member record after every transaction.
• GSP payment method: a GSP (GladstonePay) payment method identifies online transactions in reports and the finance extract. It isn't normally needed at the desk.
• New payment methods must be set up by Gladstone Support so they map to the correct budget code in the finance extract.
• Plus2 dependency: payment methods are defined in Plus2 (Configuration > Financial > Payment methods). Methods are shared across sites, so check other sites before switching one off. The Non-banked income tick on each method affects till readings; see Running POS Readings and Cash-up in Gladstone360.
• Unused activities (for example old day passes) can be hidden from 360 while remaining in Plus2. Block bookings can also be hidden from the class/activity views.
• For card terminal problems, see Gladstone360 PC Settings, Hardware Service and Card Terminals.

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