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
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?
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?
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?
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?
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?
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.