Entering returned items in C-Store Essentials is straightforward, especially when you receive vendor credits for damaged or expired products. If you're processing returns at the item level, simply follow these steps:
Step-By-Step Process
Desktop Application:
Go to C-Store Essentials Web Account
You can access C-Store Essentials by clicking here or going to https://secure.cstorepro.com
Click the “Forgot Password” button if you need help resetting your password
Navigate to the Manage Purchase Screen
On the left side of the screen, click on Grocery
Next click on Purchases
Then click on Invoices
Search for the Invoice
Search for the invoice using the Vendor name or Invoice Number
If you select to use the Vendor name, select the appropriate option from the Vendor Name drop down list
If you select to use the Invoice number, manually enter the information in the Invoice No field
Enter Quantity as a Negative Value
Once the invoice has been located, click the Retail button
Under the retailed items section locate the item that needs to be returned
Once you have located the item, click the Pencil icon to edit the item
In the Quantity field, enter a minus sign (-) followed by the quantity of the returned item
For partial returns: If you’re returning part of a case, like 5 cans from a 12-pack, enter -5/12
C-Store Essentials will automatically calculate the fraction and apply the credit for you
Click the Update button to save the changes
Mobile Application:
Sign Into the Application
Using your Mobile device, sign into the C-Store Essentials application
2. Navigate to the Enter Delivery Screen
Select the Receive Purchases option
3. Locate the Item’s UPC Code
Scroll through the list until you locate the Vendor Invoice for the purchase that needs to be returned
4. Enter Quantity as a Negative Value
Locate the item that needs to be returned
Click on the Pencil Icon next to the item
Similar to the desktop instructions, enter a minus sign (-) and the quantity
For fractions: Enter as -5/12 to get credit only for that portion of the case.
💡 Tip: Remember, C-Store Essentials automatically calculates fractions to ensure you only receive credit for the exact quantity returned
Frequently Asked Questions
What should I do if my invoice data doesn’t match the expected fields?
What should I do if my invoice data doesn’t match the expected fields?
If your EDI file is missing key information, such as Vendor ID or Invoice Amount, reach out to your vendor (like Fintech) to ensure your file is complete before attempting to upload it.
Can I upload invoices from multiple vendors at the same time?
Can I upload invoices from multiple vendors at the same time?
Yes, C-Store Essentials allows you to upload invoices from different vendors, but each invoice needs to be handled individually.
Ensure all vendor information is properly configured for each one.
How do I handle invoice items that don’t have a standard department name?
How do I handle invoice items that don’t have a standard department name?
When uploading, you can manually assign department names to items that don’t have predefined categories.
This helps maintain organized and accurate records across your inventory.
Will C-Store Essentials calculate item margins automatically?
Will C-Store Essentials calculate item margins automatically?
Yes, as you enter item prices during invoice setup, C-Store Essentials automatically calculates margins based on your input.
Just ensure you’ve entered each item’s price accurately to reflect the correct margin.
What’s the best way to verify my uploaded invoice details?
What’s the best way to verify my uploaded invoice details?
After uploading, double-check all key fields (like invoice date, vendor, and amount) by reviewing the invoice summary in C-Store Essentials.
This ensures everything is correctly processed and aligns with your records.