One Blue Hill Plaza, Second Floor, PO Box 1546 Pearl River, NY 10965 1-800-PC-AMERICA, 1-800-722-6374 (Voice) 845-920-0800 (Fax) 845-920-0880 GPI (Gas Pump Interface) with Cash Register Express - Integration Manual This Document covers preparing Cash Register Express Fuel Edition. Before configuring this feature please contact your pcamerica account manager at 1-800-722-6374. 1 P a g e
Table of Contents Creating an Employee in CRE Creating Inventory for Mapping Gas Items o Manually Creating Each Item in Inventory Maintenance o ASCII Import of the Required Inventory o Load the Sample GPI Database Configuration in CRE Other Notes o Employee Permissions o Reporting o CRE Options Other Settings o RMS Application o Windows Settings 2 P a g e
Creating an Employee in CRE Before beginning the integration an employee must be created to track all of the Pay at the Pump sales. 1. Select the Manager or Options button. 2. Enter the administrator password (default: admin) where applicable. 3. Select Administrative then, Employee Maintenance. Only the administrator can access this screen. 4. Select the Add Employee button to create a new employee record. Assign a unique Employee ID (e.g. 99), password and a Display Name (e.g. Pay at Pump) that prints on the receipt. If you would like to assign a secure login card to this employee, swipe the card in the Card Swipe ID box. 5. Select the Save button. Your employee has been added! Add any additional employees you wish to configure and then select the Exit button to go back to the Login Screen. For more information regarding employee permissions and reporting for gas sales, please see the final section of this document. 3 P a g e
Creating Inventory for Mapping Gas Sale Items Note: There MUST be corresponding items setup in inventory maintenance for EACH Gas Sale Item. For Example we have created an item in inventory maintenance named, REGULAR GAS (item number: CRE100) to account for all regular fuel sales, we will need to repeat the following steps for each additional Gas Sale Item. The following is a list of Gas Sale Items that may be in the SRO database and may need to be created as Inventory in CRE to be referenced from: Gas Sale Item Example CRE Item Description REGULAR CRE100 Regular fuel 2DIESEL CRE200 Diesel fuel 1PREMIUM CRE300 Premium fuel 1MIDGRADE CRE400 Midgrade fuel 1FULL SERVE REGULAR CRE150 Full Service Regular fuel FULL SERVE DIESEL CRE250 Full Service Diesel fuel 1FULL SERVE PREMIUM CRE350 Full Service Premium fuel FULL SERVE MIDGRADE CRE450 Full Service Midgrade fuel 1PROPANE CRE500 Propane Tank Sales CREItemForPrePaid PrePaid PrePaid Gas Sales CREItemForCashBack CashBack Cash Back (Refunds) Regular CarWash1 Regular Car Wash Deluxe CarWash2 Deluxe Car Wash Premium Pro CarWash3 Premium Car Wash The above items can be created in one of two ways: Manually Creating Each Item in Inventory Maintenance ASCII Import of the Required Inventory Optionally you can Load the Sample GPI Database 4 P a g e
Manually Creating Each Item in Inventory Maintenance To create an item in your inventory to coincide with your fuel items, select Manager from the login screen, provide the requested credentials, and follow these steps. 1. Select Inventory Maintenance. 2. Select Add Item. 5 P a g e
3. Select Standard Item. 4. The required information for the gas item is described below: The Department this item will be inside of (ex: Gas Station Items). For more information on creating departments please see the document titled Creating Departments at http://faq.pcamerica.com). A unique Item Number (ex: CRE100). A Description, which will print on the receipts (ex: Regular Gas). TAX1 must be checked. Modifier Item MUST be UNCHECKED. Print on Receipt must be checked in order to have this item print on the receipt. For items that are being sold by the gallon (i.e. Regular Gas), the following will need to be done: Under Unit Size enter a value of 1. Under Unit Type enter a value of Gallon. Note: Unit Type and Unit Size will NOT print on a short receipt. Note: Unit Type and Unit Size should NOT be setup for the following items: Prepaid Cashback Propane and Car Wash Items 6 P a g e
5. Select the Additional Info tab. 6. The required information for the fuel items (regular gas, etc ) are described below: If you will be accepting Fleet Cards make sure that Allow on Fleet Card is checked. Display Tax in Price MUST be checked. 7. Select Save. 8. Decide whether or not to add another item and, if so, whether or not to start by duplicating the item that was just created. 7 P a g e
ASCII Import of the Required Inventory To import the required inventory via an ASCII Import, the file must first be downloaded from: http://download2.pcamerica.com/import/gpi.zip When that is finished open CRE select Manager from the login screen, provide the requested credentials, and follow these steps. 1. Select Tools then select ASCII Transfer. 2. Select Import Inventory. 3. Under Data Format select General. 4. Check Delimiter Used then select the comma (,) under Delimiters. 5. Select Add to In Stock. 6. Check Auto-create missing departments. 7. Select Import. 8 P a g e
8. Enter the number 2 and then select OK. Note: This will apply Tax1 on all the items imported. 9. Select the extracted.txt file (GPI.txt). 10. Select Open. 11. Select OK. 12. Select Exit. 9 P a g e
13. Select Administrative then select Inventory Maintenance. 14. The following information will need to be updated for the imported information, unless otherwise stated: Modifier Item MUST be UNCHECKED. Print on Receipt must be checked in order to have this item print on the receipt. For items that are being sold by the gallon (i.e. Regular Gas), the following will need to be done: Under Unit Size enter a value of 1. Under Unit Type enter a value of Gallon. Note: Unit Type and Unit Size will NOT print on a short receipt. Note: Unit Type and Unit Size should NOT be setup for the following items: Prepaid Cashback Propane and Car Wash Items 10 P a g e
15. Select the Additional Info tab. 16. The required information for the fuel items (regular gas, etc ) are described below: If you will be accepting Fleet Cards make sure that Allow on Fleet Card is checked. Display Tax in Price MUST be checked. 17. Select Save. 11 P a g e
Load the Sample GPI Database Before continuing please make sure to download and extract the sample GPI database from: http://download2.pcamerica.com/gpi/gpi_sample_db.zip Before restoring the sample database it is HIGHLY recommended to do a backup of your existing database. For instructions on doing a database backup please see the following link: http://faq.pcamerica.com/maintenance/backing-up-your-database For instructions on restoring the sample database please see the following document: http://faq.pcamerica.com/file-lockers/pdf-locker/restoring_a_database.pdf 12 P a g e
Configuration in CRE To create an item in your inventory to coincide with your fuel items, select Manager from the login screen, provide the requested credentials, and follow these steps. 1. Select Setup and then Setup Screen. 2. Select the Receipt tab. 3. Under Receipt Size select Receipt. Note: Selecting this option will print for printing Gallons/Price with gas sale. See Attachment for the how it looks 13 P a g e
4. Select the Invoice Settings tab. 5. Under Page 1, make sure that: Combine Lines is Un-checked. 6. Under Tax Rounding, select Round before calculations. 7. Select Reason Codes. 8. Use the dropdown to select Gas Station under Reason Code Type. 9. Select Add. 10. Type in the Reason Code you would like to add, in this example we will need to add a reason for a Drive Off scenario. 11. Select Enter. 12. When done adding reason codes select Exit. 14 P a g e
13. Select the Hardware tab then select Page 3. 14. Select Configure Gas Pump Interface. 15. Select the Settings tab. 15 P a g e
16. Under Database Connection provide the following information: Server Name: Enter the computer name and instance name that the SRO database is attached to (i.e. pca-demo\pcamerica). This information can be found by opening the management studio. Database name: Enter SRO. User name: Enter sroadmin. Password: Enter $password$. 17. Optionally you can choose to use Windows Authentication. 18. Select Test to test the connection. 19. Under Other Settings provide the following information: Master Path: Enter IP address of the computer acting as the Master computer, and the location of the SRO folder. If you are using a master/client environment then you will need to enter the IP address and location of the SRO folder on the master station on each station. Back Office IP address: Enter the IP address of the back office computer. Port Number: Enter 1007 (this is the port number for the car wash). Master Station: Select the station that has the IP address of the Master Path. Cashier ID: Select the Cashier ID we created in the previous step to account for all Pay at the Pump sales. 16 P a g e
20. Make selections under Touchscreen Configuration: For Postpaid transaction options select: Show Postpaid Button For Prepaid transaction options select: Show Prepaid Button Show Refund Button Select the Show Print Receipt Button to print a receipt of the active transaction. Select the Show Car Wash Button to be able to sell car washes to your customers. Select Show Drive-off and Came Back Button for options selling Drive-off and Came Back transactions. Select Show Manual Sale Button for options selling Manual/Drive-off and Came Back transactions. 21. Make sure to select Save BEFORE going to the next step. 17 P a g e
22. Select the Item Mapping tab. Select Inventory Item Look-Up, this will bring you to the inventory lookup window. Note: If nothing is displayed at this screen select Save then select Exit and then re-enter this screen. 23. At the inventory lookup window: Enter Search Text and select Search. Or If your Inventory was grouped together in a department, use the Department dropdown to select the department that your inventory is in. 24. Highlight the item you would like to choose and select, Select. 18 P a g e
25. When completed mapping all of the fuel items, select Save then select Exit. 26. Select Enable Gas Pump Interface. 27. Select Update at the setup screen. 19 P a g e
Other Notes - Employee Permissions A new permission has been added to page 3 of Employee Maintenance. To change this permission for your employees please, follow these steps: 1. Select the Manager or Options button. 2. Enter the administrator password (default: admin) where applicable. 3. Select Administrative then, Employee Maintenance. Only the administrator can access this screen. 4. Select the employee whom you would like to change the permission for. Select Page 1 under the Functionality tab of the employee permissions. Returns can give the employee the ability to perform a return. Select Page 3 under the Functionality tab of the employee permissions. Fuel Drive off/came back can give the employee the ability to perform a drive off/came back sale. 5. Assign security permissions by selecting the dropdown list and selecting Yes (the employee can do this), No (they cannot), Prompt (they can with manager s permission) or Override (they can perform and are a manager for this function only). Optionally you can choose to log these permissions (meaning; each time the ability is performed, the software will record it) by selecting Log as Exception. You can view Operational Exception report which will display each time the employee has performed the action in question, filtered by transaction. For Returns this will track when Prepaid Returns and Voids are performed, as well as when returns on manual fuel sales are performed. 20 P a g e
Other Notes - Reporting If your Gas station Inventory has been grouped together in Departments (as described above) then you can filter reports by department to display the total sales of Gas items. The Following reports will contain a new section called Order Source Breakdown, which will total any sales performed at the pump, and in the store: Flash report Detailed Daily Report (DDR) 21 P a g e
Financial Summary Note: Breakdown By Order Source will only print on any of these reports, when pay at the pump transactions have been completed. If no pay at the pump transactions have been performed CRE will assume that all sales were performed In Store. 22 P a g e
Other Notes - CRE Options When invoicing the option Hold and Print (located under the Cashier section of the Manager Options Screen) will not be able to be used when there is fuel on an invoice. This can only be used on regular inventory purchases. 23 P a g e
Other Settings - RMS Application After the RMS application is up and running we will need to do a configuration change to make the receipts print properly. 1. Open the RMS Back Office application (usually on the desktop). 2. Enter your credentials (if applicable). 3. Select Administration then System Setup and finally select System Parameters Setup. 4. Make sure that Record Pay-Inside Transaction # in RS file is checked. 5. Under POS APPLICATION TITLE NAME enter Cash Register Express. 6. Be sure to select Save Changes. 24 P a g e
Other Settings - Windows Settings We will also need to verify the correct permission settings on the c:\sro folder: 1. Select Start then select My Computer. 2. Select (C:) - may be labeled as local disk C:. 3. Right click the sro folder and select Sharing and Security... 4. Select Share this folder. 5. Select the Permissions button. 6. Select the Add button. 25 P a g e
7. Type the username you are currently logged in with (in most case it will be ELO). 8. Select OK. 9. Under Group or user names: select the username you entered in the previous step (ELO) and then select Full Control under Permissions. 10. Select Apply then select OK. 11. Select OK. 26 P a g e