The daily close on a Gilbarco site
The end of day close is the last job of the shift and the first source of your books. This page explains what a Gilbarco site's daily close usually shows, what to check each night, what to save and how it ties to the bank and QuickBooks Online. Report names vary, and we do not support the equipment.
Works with your POS, back-office & accounting stack
Check that the day closed, that fuel, store, lottery and tax totals look normal, that the payment split matches what you expect, and that cash over or short is explained. Save the report every night in one place. Report names and layout depend on your setup, so confirm yours with Gilbarco or your installer.
By the FuelCFO team. Where this page describes a vendor's product, the details come from the vendor's own public descriptions and can change, so confirm them with the vendor. Figures in diagrams are illustrative.
Closing is the last job of the shift, and it is easy to rush. If the daily close is saved properly, your bookkeeper has what is needed the next morning. If it is not, finding a missing day later takes hours. Which report your site produces, and whether it comes from Passport or a back office, depends on your setup. We work from the reports your Gilbarco setup already produces, your statements and your QuickBooks Online file. We are not part of Gilbarco, we do not set up or change anything in it, and what your own setup includes is something to confirm with Gilbarco, your installer or your back-office vendor.
Make sure every pump transaction is finished and every cashier has ended their shift. Count cash and write the counts down while the drawer is fresh. Anything left open can make the day's totals incomplete or change after the report is saved.
Start the close the way your site is set up and wait for it to finish. Do not walk away halfway. An interrupted close can leave totals that look right and are not. If it fails, note it, because a failed close is a reason a day goes missing later.
Look at the big pieces: fuel by grade, store sales, lottery, tax and the split by cash, card and fleet. You are not auditing, you are checking that nothing looks odd. A fuel total that is far from normal, or a payment split that has shifted, is worth a note.
Print it or save a file, whichever your site uses, and put it in the same place every night. A report you cannot find next week does not help. A folder per month with one file per day is enough.
Write one line for any short drawer, large refund, late close or pump problem. That one line saves hours later, because months on nobody remembers why a day looked odd.
For what to check, go to the nightly checklist. For the usual mistakes, go to where it goes wrong. For the register itself, see Gilbarco Passport POS, and for the monthly service, Gilbarco accounting.
Days saved are counted against days in the month.
Cash and card totals are matched to the bank and processor.
Large refunds, short drawers and late closes are listed.
Each total goes to its own QuickBooks account.
You get the books and a list of days that needed attention.
Close the day, read the report and save it.
This takes minutes and is the foundation of clean books.
Write one line for anything unusual.
Check that seven reports exist and match the deposits made.
Catching a missing day in a week is much easier than in a month.
Compare the cash counted with the cash deposited.
The saved reports are sent to us together.
One folder, one naming rule.
We confirm the same week that every day is there.
We post the totals and match them to the bank.
Anything that does not tie is listed with a likely cause.
Card fees are recorded as expense.
Report names and layout depend on your Gilbarco setup and back office. Ask your installer what yours are called.
Totals look right and are incomplete.
A day goes missing from the books.
Nobody can find the day.
The saved report no longer matches what was posted.
Nobody remembers what happened.
You want a short routine that protects the books.
You want one file per day to look at.
You want to know what to save from now on.
Not sure which report is your daily close? Send us one and we will mark the lines that matter.
A 30-minute call and about 48 hours of review, free, of a sample of your Gilbarco daily reports.
A list that fits how your store closes, so problems show up on the day.
Each day's cash and cards are matched to the deposits behind them.
Fuel by grade checked against deliveries and deposits.
5 services →Store and lottery lines checked each day.
9 services →Tax collected compared with what is owed.
4 services →Every store closed and saved the same way.
3 services →FAQ
More guides on the same system, or send us a day or a month for a free review.
Monthly bookkeeping for stores that run Gilbarco: reconciliation, month-end close and totals posted into QuickBooks Online.
Read more →The usual causes, a test order to find the gap, and how the books are repaired.
Read more →What the Verifone end of day report shows, what to check on it each day, and how it ties to your bank and QuickBooks Online.
Read more →Send us a day or a month and we'll show you where the three systems disagree.
Get started →See all Gilbarco guides →| Every gas station software guide →
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