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How to Enter and Track Store Expenses in Your Invoice

This article outlines the process of creating the department, setting up the expense item, and entering the cost in your invoice

Updated over 3 weeks ago
  • Tracking store expenses like fuel surcharges and miscellaneous purchases helps monitor your monthly operational costs

  • In PDI C-Store Essentials, you can track these expenses by assigning them to a specific Store Expense department and creating a PLU (Price Look-Up code) to include in your invoices

Step-by-Step Process

Create a Store Expense Department

Stop: Before you can enter expenses, create a Store Expense department in your C-Store Essentials account

  • You can track total expenses by running purchase reports filtered by this department.

  • Click here to learn how to add a department


Enter Store Expense in Your Invoice

  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. Open the Retail Invoice Screen

  • On the left side of the screen, click Price Book

  • Next click on Purchase

  • Finally click on Invoices

  • Find your invoice and click the funnel icon to retail the invoice

  • Click the "+" button next to the Vendor Item Code/UPC/Custom Code field

3. Add a New Expense Item

  • Under Search for sellable item, click Add new item

  • Fill in the following:

    • Scan code: Any unique four-digit PLU (e.g., 1234)

    • Item name: A clear name for the expense (e.g., Store Expense)

    • Retail price: 1.00

    • Department: Select the Store Expense department

    • Tax type: Set to Non-tax

  • Click Add item

3. Configure Pack Settings

  • Once selected, the system auto-populates:

    • Pack Scan Code

    • Pack Name

  • Enter the following:

    • Units per case: 1.00

    • Gross cost: 1.00

    • Leave Case discount and Case rebate at 0.00

    • Click Create Pack

4. Enter the Expense Amount

  • Back in the retail purchase screen:

    • Enter the cost of your store expense into the Quantity field

❇️ Example: If your store expense is $12.38, enter 12.38 as the quantity


Frequently Asked Questions

Why do I need a separate Store Expense department?

  • It allows you to generate monthly purchase reports and easily track non-inventory costs.

What is a PLU and why do I need one for expenses?

  • A PLU (Price Look-Up code) identifies specific items in your system.

  • Creating a unique PLU for store expenses lets you enter and track them like any other purchase

Can I use an EDI-provided PLU instead of creating one?

  • Yes, if your EDI includes a PLU for expenses, you can use that instead of creating a new one.

Should the item be taxable?

  • No. Set the Tax Type to Non-tax when creating the expense item.

What should I enter as the quantity for an expense?

  • Enter the total dollar amount of the expense as the quantity. For example, for a $12.38 expense, enter 12.38.

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