Itemized Invoices

With the Itemized Invoices form, you can enter the store purchases at the item level for your station, what gives you the following advantages:

• Maximum information is entered into the system for adding inventory value to items and categories.
• You can view the cost, retail, and GPM values for all items added to your invoice.
• You can view the total cost, retail, and GPM of your invoice.

This section includes the following subsections:

• Opening Store Invoice Form
• Creating New Store Invoice
• Deleting Store Invoice

Opening Store Invoice Form

To open the Store Invoice form in C-Store Office, go to Vendors > Bills > Itemized Invoices.

Creating New Store Invoice

To create a new store invoice, follow the steps:

1. Open the Store Invoice form. For details, see Opening Store Invoice Form.
2. At the top right of the page, select the station, for which you are going to create an invoice.

   

3. At the top of the Store Invoice form, enter the following data:
1. In the Week and Shift sections, select the appropriate data and shift.
2. In the Vendor list, select the invoice vendor. For adding a new vendor, go to Adding New Vendor.
3. In the Invoice # field, enter the invoice number.
   Result: All items available for this vendor are loaded and can now be selected in the table.
4. In the Method of Payment list, select your method of payment for the vendor.
5. (Optional) In the Invoice Date field, specify the invoice date, if needed.
6. In the Purchase Order # field, enter the purchase order number.

   

4. Go to the table and for each item in your invoice, enter the following data:
1. In the Category column, select the item category.
2. In the Item Name or UPC columns, select the item, using item name or its UPC. You can add a new item, search it, or edit already selected item, if needed. For details, see Managing Items while Creating Invoice.
   Result: The values in the following columns are uploaded automatically:
3. VIN
4. Unit in Case
5. Unit Cost
6. Case Cost
7. Unit Retail
8. Case Retail

   

3. In the Case QTY column, enter how many cases you ordered.
   Result: The values in the following columns are uploaded automatically:
4. Total Cost
5. Total Retail
6. GPM

   

4. On the right of the entered item, click the Enter button.
   Result: The Store Invoice form is updated in the following way:
5. At the right bottom of the table, the Subtotal, Taxes, Total fields are updated.
6. At the bottom of the table, the Other Charges section opens.

   

5. (Optional) In the Taxes field, enter or edit the taxes.
6. (Optional) In the Other Charges section, enter other charges information. For details, see Working with Other Charges Section.
5. When your invoice is completed, do the following:
1. Go back to the top of the Store Invoice form, and then clear the Incomplete check box.
2. Go to the bottom of the Store Invoice form, and then do the following:
1. Click the Accept button. Note that when the invoice is accepted, you cannot select the Incomplete check box anymore.

You can also accept your invoice in the Pending Invoices report. To open this report from the Store Invoice form, go to Related Links > Pending Invoices. For details, see Pending Invoices.

2. Click the Complete Invoice button.
   Result: The following transactions are executed:
3. C-Store Office: A/P Transaction and inventory movement. For more details, see the Accounts Payable and Inventory sections.
4. Petrosoft Enterprise: Account Payable invoice is created in the Accounting section.

Working with Other Charges Section

In the Other Charges section you can enter information about the indirect merchandize charges, or some other store related charges you want to go separately in your accounting system.

To enter the expense to the Other Charges section, follow the steps:

1. Click Add New.
2. Populate the following information or use the one from the previous entries in the list of suggestions:

   Column	Description
   Charges	Description of payment.
   QTY	The amount of product or service the charge applies to.
   Rate	Product or service rate.
   Amount	Total sum payable for the product or service. It is calculated automatically: Amount = Quantity * Rate.

Managing Items while Creating Invoice

You can perform the following operation with the items during the process of a new invoice creation:

• Add a New Item
• Search for Item
• Edit Existing Item

Adding a New Item while Creating Invoice

In case there are no items in the list of available items in the Store Invoice form, you can add a new item. Do the following:

1. Below the Category list, click the Setup new account item icon.

   
   Result: The item setup form opens in a new window.

2. Follow the procedure for creating a new item. For details, see Items Setup.

Searching for Item

In case the item you want to add to your invoice exists in the Price Book but is not assigned to the selected vendor, you can search this item in the Price Book. Do the following:

1. Below the Category list, click the Advanced search icon.

   
   Result: The Items list opens in a new window.

2. In the Items list, search for the item you need. For more information on how to search items, go to Operational Panel (Find and Replace Tool).
3. Select found items and then click the Add selected items to invoice button.

   

After the item is found and added to the invoice, it will be available for this vendor for all future invoices.

Editing Item while Creating Invoice

In case the item added to your invoice has no retail or you need to edit other item's properties, follow the steps:

1. Below the Category list, click the Edit item icon.

   
   Result: The item editing form opens in a new window.

2. Follow the procedure for editing existing item. For details, see Items Setup.

Deleting Store Invoice

To delete the store invoice, follow the steps:

1. In C-Store Office home page, go to Reports > Store.
2. On the left of the reports list, select the station you need.

   

3. Go back the Store reports list > Merchandise and then click Invoices.
   Result: The Invoice report opens for the selected station.
4. In the Invoice report, click the invoice you want to delete.
   
   Result: The Invoice form opens.
5. In the Invoice form, click the Append to Pending Invoices button.
   
   Result: The following transactions are executed in C-Store Office:
6. The invoice status is changed to Pending.
7. The Invoice report opens for the selected station.
8. Invoice deletion operation is transferred to Petrosoft Enterprise. For details, see Managing Store Invoices in Petrosoft Enterprise.

Last updated: Tuesday, November 6, 2018 Copyright © Petrosoft, LLC
Confidentiality level – Public use	Petrosoft, LLC
	290 Bilmar Drive, Pittsburgh, PA 15205
	Phone: 412-306-0640
	Fax: 412-202-5487
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