Overview
Fuel management involves several important steps to ensure accurate fuel tracking, invoicing, and profit reporting. To set up and maintain fuel management in your system, you will need to:
Enter your tank sizes
Send a copy of your gas invoice to calculate your tax rate
Record deliveries and match invoice totals closely
Finalize and prepare invoices for payment
Apply credit card batches if needed
Update batch fees for accurate financial tracking
Regularly update your retail fuel prices to track profit margins
Step-by-Step Process
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
2. Gas Settings Setup
On the left side of the screen, click on Gas
Next click on Settings
Enter your tank sizes
Send a copy of your gas invoice so the tax rate can be calculated
3. Enter Gas Deliveries
Navigate to Gas Delivery
Click Add a New Delivery
Select your Delivery Date
Enter your PO Number
Specify if the charge is Gross or Net by entering the appropriate values
Gross: Enter gross gallons
Net: Enter net gallons
Enter unit prices (cost per gallon), which may extend to 5–6 decimal places
Enter your freight costs
Ensure that the Total Invoice Value matches your actual invoice amount
If it does not, adjust using Miscellaneous Cost / VAT and note the adjustment under Memo
Click the checkbox to Finalize this Invoice and make it Eligible for Payment
Click Add Delivery.
💡 Note: If you receive two deliveries on the same day, you must select Load 2 for the second delivery because Load 1 is already used. Enter the second delivery’s BOL (Bill of Lading)
4. Handling Multiple Deliveries on the Same Day
For a second delivery on the same day:
Add a new delivery
Select Load 2
Enter the second BOL (Bill of Lading)
Follow the same steps as above
5. Adjust for Rounding Differences
If the system’s calculated invoice total does not match exactly:
Adjust using the Miscellaneous Cost / VAT fields
Add or subtract the difference as needed to match your actual invoice amount
In the Memo field, note the adjustment (e.g., "Added $0.47 due to rounding" or "Subtracted $0.65 due to rounding")
Click the checkbox "Click here to finalize this invoice and make it eligible for payment"
Click Update
6. Pay Invoices
Navigate to Pay Invoice
Invoices that you finalized (checked the box earlier) will appear as eligible for payment
Select the invoice(s) you want to pay
Click Select and Continue
7. Apply Credit Card Batches (If Used)
If your jobber applies credit card batches against your invoice balance:
Select Credit Card Batches
The system pulls your Day Report credit card batches for the selected delivery dates
Your jobber will send you an EFT notification showing the amounts drafted
Match the draft days and amounts
Select continue
💡 Note : If your credit card batches collected more than your invoice, the system will show a negative amount (what they owe you back)
8. Updating Credit Card Batch Fees
If your bank charges you fees for processing credit cards:
Go to Credit Cards > Update Batch Fee
Find your batch for the correct time period (e.g., 2022 if you're looking historically)
Enter the fee amount charged based on your EFT notification
Save the updated fees
💡 Note: When you update your batch fees, they will automatically reflect when paying invoices, ensuring your amounts match exactly
9. Running Profit Reports
To properly calculate your fuel profit and loss, you must regularly:
Update your retail gas prices inside your C-Store system
Enter both your purchase cost and your sale price
Without sale prices, profit reporting for fuel will not be accurate.
Frequently Asked Questions
Why do I need to send a copy of my gas invoice?
Why do I need to send a copy of my gas invoice?
We need your gas invoice to calculate your correct tax rate for fuel sales and reporting.
What happens if my total invoice value does not match the actual invoice?
What happens if my total invoice value does not match the actual invoice?
You should adjust the amount slightly by adding or subtracting under Miscellaneous Cost / VAT and document the change under Memo.
How do I handle two fuel deliveries on the same day?
How do I handle two fuel deliveries on the same day?
You must add a second load (Load 2) and enter a second Bill of Lading (BOL) separately in the system.
Does this system connect to my bank account for payments?
Does this system connect to my bank account for payments?
No, the system is only used for tracking purposes. It marks invoices as paid but does not actually move money.
Why do I need to update my batch fees?
Why do I need to update my batch fees?
If your bank charges batch fees for credit card transactions, updating this ensures your payment records accurately reflect what you are charged.
How often should I update my fuel prices in the system?
How often should I update my fuel prices in the system?
Fuel prices should be updated regularly in your C-Store system to accurately track and report your fuel profit and loss.