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How to Map Vendor and Expense Payouts
How to Map Vendor and Expense Payouts

This article outlines how to map vendor and expense payouts in CStorePro to automatically upload amounts into the Daily Report for cash purchases and expenses

Updated over 2 months ago

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

  1. 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

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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

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4. Add a New Entry

  • Select the blue Add New button in the middle of the screen

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  • 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

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  • 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

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  • On the right side of the main screen, click the Setup button

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  • Next click on the Store button

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  • Next click the down arrow 7 times until you see the Income/Expense Account Maintenance button

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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

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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?

  • 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?

  • 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?

  • Each vendor should have a unique reference ID to ensure accurate tracking.

  • Assigning unique IDs prevents overlaps and confusion.

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