Replacing Passport or a Gilbarco back office
Replacing the register or the back office on a Gilbarco site changes where every sale is recorded. This page explains what to save before access ends, how to pick a clean cutover date, and how to close out the old system so no day is lost or counted twice in your books. We do not sell any replacement.
Works with your POS, back-office & accounting stack
Read your agreements for notice periods and data terms, export and save every report you may need, pick a clean cutover date, reconcile and lock the last period, and set opening balances in the new system from real numbers. Also plan the card processing and any back-office change, since each one affects deposits.
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.
Owners replace Passport or its back office for many reasons: cost, a change of fuel brand, a new owner or a different register. Whatever the reason, the books carry the result. Because a Gilbarco site can have a register, a back office and a processor under separate contracts, the move may involve more than one vendor. 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.
Write down the register or software agreement, the back-office agreement, the support arrangement, any equipment lease and the card processing agreement. Each has its own term and notice period. Do this before telling anyone you are going, because a missed notice date can keep charges running.
What can I export, in what format, and for how long after the switch can I still get it? Put it to Gilbarco or your installer for the register, and to the back-office vendor separately. A written answer is worth far more than a phone call.
Daily reports, fuel inventory history, lottery history and the last lottery balance, item, vendor and price lists, deposit history and the user list. Save them in one folder named by year, outside the old system, because your accountant, lender and tax preparer may ask for them later.
A change of register can mean new terminals, a new card processor and retraining. A change of dispenser brand is a separate decision. Ask what else changes on cutover day, because each one affects deposits or fuel records in the books.
The start of a month is easiest, because the last report from the old system and the first from the new one line up with a book period. Whatever date you choose, write down the exact time, so the switch day is split cleanly and posted once.
To see what to save, go to the keep list. To see how a cutover goes wrong, go to where it goes wrong. For the options on the other side, read Verifone vs Gilbarco and Gilbarco vs PDI. If you want a team to run the books through it, what we do explains how.
We list what to export before access ends.
We record the time the old system stopped and the new one started.
The last period is reconciled and locked.
Fuel, lottery and vendor balances come from real numbers.
We reconcile it against the bank before you relax.
Choose the last day on the old system and the first day on the new one.
A month boundary is easiest. Write down the exact switch time.
Tell your processor and suppliers the date.
Everything on the keep list goes into one archive.
Do this before access ends, since old reports are hard to recover later.
Keep a copy somewhere that is not the old system.
The last period is reconciled and locked.
Open card batches are watched until the old processor finishes paying out.
Any unexplained item is listed for you.
Opening balances come from the final old numbers.
Fuel, lottery and vendor balances are carried across, not guessed.
New report lines are mapped to QuickBooks accounts.
We reconcile it against the bank before you relax.
The first month is where hidden mapping problems show.
You get the books and a note on what changed.
Report names and export options vary by setup and vendor. Ask each vendor what yours are called and what can be exported.
Data is not exported before access ends.
Neither or both systems report the cutover day.
Fuel on hand in the new system is a guess.
The liability starts again from zero.
The register was exported and the back office was not.
A notice date was missed and billing continues.
You want to leave without losing history or a day.
You want every settlement stream traced.
You want to save what the seller left.
Not sure what can be exported? Ask each vendor in writing and send us the answer.
Book a 30-minute call. We then take about 48 hours to review the records you have and send you what we found, at no charge.
If you go ahead, we agree what we own, what you send and the dates for each step.
The first close is the slowest. After that, the same rhythm repeats.
Opening fuel set from the final inventory.
5 services →Item, vendor and lottery balances carried across cleanly.
9 services →Tax categories mapped for the new system.
4 services →A change of system handled across several stores.
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 →What the register and dispensers record, where a back office fits, and how totals reach QuickBooks.
Read more →What to export, how to pick a cutover date and how to close out PDI cleanly.
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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