Mapping vendor and expense payouts helps to simplify your reporting process. This allows you to track cash expenses and purchases in your Daily Report.
⛔ Alert: Mapping Vendor and Expense Payouts requires setup both within C-Store Essentials and on your stores Point of Sale system.
Step-by-Step Process
Add a Vendor/Expense Payout Account in C-Store Essentials
Go to C-Store Essentials Web Account
You can access CStore Essentials by clicking here or going to https://secure.cstorepro.com
Click the “Forgot Password” button if you need help resetting your password
2. Navigate to Store Settings
On the right side of the screen click on the human silhouette icon
Then click on POS Settings
3. Select the Income/Expense Tab
On the next screen, click on the Income/Expense tab
The selected tab will have a white background color, while the unselected tabs will have a grey background color
4. Add a New Entry
Select the blue Add New button in the middle of the screen
On the next screen, enter the Register Income/Expense ID, Daily Report Mapping, and Register Name
This is information that can be collected from your Point-of-Sale register
If you are unaware of the information or how to collect it, please reach out to your Point-of-Sale vendor for assistance
Once you have entered the information on the Add register income/expense account screen, select Add Account
This will save the information you entered
If you have a 2nd account to update, select the Create Another checkbox
Once you select Add Account, you will be redirected back to the Income/Expense tab
💡 Tip! Make sure your Point-of-Sale system is properly configured to accept the mapped payouts and expense IDs for a seamless experience.
✅ Note: Adding these accounts in C-Store Essentials does not automatically add them to your Point-of-Sale system. You’ll need to set up these accounts in your Point-of-Sale as well. For additional assistance please contact Gilbarco Helpdesk
Mapping Income/Expense Accounts in Gilbarco Passport
5. Access Manager Workstation on the Main Passport POS Terminal
Go to the Passport Manager Workstation and sign in
On the right side of the main screen, click the Setup button
Next click on the Store button
Next click the down arrow 7 times until you see the Income/Expense Account Maintenance button
6. Add New Account
Click on the Add button on the right side of the screen
You will not be able to update any information for an account until you click the Add or Change button
7. Enter Account Details
Once you click on the Add button, you will have the ability to enter information for an account
Assign an account ID and provide a description (e.g., “TEST”)
Click Save when done
✅ Note: If the account represents an expense, set the Account Type as "Expense." For income, set the Account Type as "Income."
Mapping Income/Expense Accounts in Verifone Commander
8. Create a List of Vendors and Assign a Reference ID
Assign each vendor a Reference ID (1-6 digits) to categorize payouts or pay-ins
Continue to use the same reference ID for the payout information to be correct
9. Mapping a Pay Out on the point of sale
Example: For a Coke vendor payout
Press Pay Out and hit [ENTER]
Enter the amount you’re removing from the drawer and hit [ENTER]
Enter the Reference ID assigned to the vendor and hit [ENTER]
Press Pay In and hit [ENTER]
Touch [No] for “In-House Account? [Y/N]”
Enter the amount being added to the drawer and hit [ENTER]
Enter the Reference ID and hit [ENTER]
Frequently Asked Questions
Why should I map vendor and expense payouts?
Why should I map vendor and expense payouts?
Mapping vendor and expense payouts automates reporting, which ensures that cash purchases and expenses are displayed in the Daily Report without manual entry.
What do I need to do if my POS system is not reflecting the income/expense accounts from CStorePro?
What do I need to do if my POS system is not reflecting the income/expense accounts from CStorePro?
Please confirm that the accounts are also configured in your point of sale system
Configuring the accounts in CStorePro will not automatically add them to your point of sale system
Can I use the same reference ID for multiple vendors in Verifone Ruby/Sapphire Systems?
Can I use the same reference ID for multiple vendors in Verifone Ruby/Sapphire Systems?
Each vendor should have a unique reference ID to ensure accurate tracking.
Assigning unique IDs prevents overlaps and confusion.