Step-By-Step Process
How to Retail an EDI Invoice
1. How to Retail an EDI Invoice
An EDI invoice is an electronic invoice you can request from your vendor in a standard file format
Vendors may also send you a PDF for your records, but only the EDI file should be uploaded into PDI C-Store Essentials
If the file format is incorrect, you will likely encounter an error when uploading
2. 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
3. Uploading Your EDI Invoice
On the left side of the screen, select Grocery. Next click on Purchases. Then click on Invoices from the left-hand menu
Click the big blue bubble in the middle of the screen (or the plus symbol (+) at the top-right corner).
Enter your purchase details:
Purchase date
Vendor
Payment method (bank account)
Purchase amount
Invoice number
Click Add Invoice
If adding multiple invoices, select Create Another until finished
4. Uploading the EDI File
Select Upload
Choose your EDI file (keep all EDI files in a labeled folder for easy access)
Change the Electronic Format to match your vendor. If your vendor is not listed, select the default format
5. Assign Departments and Tax Types
When uploading new items, a pop-up will prompt you to assign departments and tax types
You can use the top drop-down to assign all at once or adjust individually
6. Handling Expenses
Delivery charges, fuel surcharges, etc., will appear blank under cost
Set the price equal to the cost since expenses are not resold
7. Finalizing Your Invoice
Select Retail Items to retail your items
New items will show a blue "New to Store" bubble
Cost-changed items will show a green "Cost Changed" bubble
Check your Invoice Margins column for negative margins, and adjust as needed
💡 Tip!: Assign rebates to applicable items (e.g., Altria, RJR, or others)
How to Retail by Category
You can retail purchases by category either automatically (using a preset margin) or manually
1. 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. Navigate to the Vendors screen
On the left side of the screen, click on Grocery. Next click on Purchases. Then click on Vendors
Edit an existing vendor or add a new one
Set Retailing Type to Preset Margin (default is "By Item")
Choose a Category and set the Margin
Click Update Vendor
When uploading an invoice:
Select Purchases. Then click on Invoices
Enter your purchase details
Your invoice will be retailed automatically using the preset margin
Use the Funnel icon to verify the retail category
3. Manual Retail by Category
After uploading your invoice, select the Funnel icon next to your invoice
Click the blue "Retail by Category" bubble at the top-right
Select the correct Category (e.g., Packaged Beverages)
Enter the Cost and Margin — the Retail Price will auto-calculate
How to Retail by Item
Manual item retailing allows you to scan or manually input items one by one.
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 Vendors screen
On the left side of the screen, select Grocery. Next click on Purchases. Then click on Invoices from the left-hand menu
Click Add Invoice and enter purchase details
3. Retailing Items
Click the Funnel icon next to the invoice
Scan the item's barcode into the Vendor Item Code field
If the item has never been retailed, click the symbol next to the field
Add the necessary item details (UPC, description, department, tax type)
If an item already exists:
Search and select it from the price book
4. Entering Purchase Information
Set Units per Case (default to 1 if unsure)
Enter Gross Cost
Margin auto-calculates based on your input
Enter Quantity Purchased (use a negative quantity for returns)
5. Making Adjustments
Adjust costs by selecting the pencil icon under an existing item
When finished, click Retail Invoice to complete the process
Frequently Asked Questions
What file format should the EDI invoice be in?
What file format should the EDI invoice be in?
The invoice must be in the vendor’s standard EDI file format — not a PDF. Uploading the wrong format will cause errors.
How do I handle charges like delivery fees or fuel surcharges in my invoice?
How do I handle charges like delivery fees or fuel surcharges in my invoice?
For expenses, manually set the price equal to the cost, since these are not resold to customers.
What happens if my vendor does not appear in the electronic format list?
What happens if my vendor does not appear in the electronic format list?
Select the Default format option when uploading your EDI file.
Can I assign multiple rebates to one item?
Can I assign multiple rebates to one item?
Yes, you can assign multiple rebates if necessary (e.g., manufacturer and store rebates).
How do I retail by category if my items fall into more than one category?
How do I retail by category if my items fall into more than one category?
If needed, retail manually by category instead of setting a single preset margin.
What should I do if my invoice margin shows a negative value?
What should I do if my invoice margin shows a negative value?
A negative invoice margin means you are losing money. Review and adjust item costs or retail prices accordingly to correct margins.