Invoice Management & EDI

CStoreIQ's Invoice Management module lets you create, view, edit, and manage store invoices — including Electronic Data Interchange (EDI) invoices that are automatically imported from your vendors. The module is organized into three sub-pages accessible from the sidebar.

Navigation: Sidebar → Invoices

The Invoices section contains three sub-pages:

• Vendor Invoice — View, create, and manage invoices from your merchandise vendors
• Fuel Invoice — Track fuel delivery invoices with gallon totals and BOL (Bill of Lading) management
• Upload EDI Invoice — Import electronic invoices from vendors and configure EDI processing options

1. Vendor Invoice

Navigation: Sidebar → Invoices → Vendor Invoice

The Vendor Invoice page is the primary hub for managing your store's merchandise invoices. It displays a consolidated list of all invoices — both manually entered and electronically imported — for your selected stores and date range.

Filters and Search

At the top of the page, three main filters let you narrow down the invoice list:

• Store Location — A multi-select dropdown where you can choose one or more stores. Selected stores appear as removable chips in the filter bar, and an active filter badge displays below the filters.
• Vendor — Select a specific vendor to filter by.
• Date Range — Click to open a date picker with quick presets (Today, Yesterday, Last 7 Days, Last 30 Days, This Month, Last Month, This Year, Last Year) or choose a Custom Range.

Click the filter icon (funnel) to open the Advanced Search panel with additional filters:

• Status — Filter by invoice status
• Payment Source — Filter by payment method
• Invoice No — Search for a specific invoice number
• UPC Code — Search for invoices containing a specific product UPC

Click Clear to reset the advanced filters, or the × button to close the panel.

Invoice List Grid

The grid displays invoices with the following columns:

The grid includes pagination controls at the bottom with configurable page size (default: 100) and page navigation.

Row Actions

Click on any invoice row to reveal three action icons on the right side:

• Upload / Export (upload icon) — Upload supporting files or export the invoice
• Edit (pencil icon) — Open the invoice in edit mode to review or modify line items
• Delete (red trash icon) — Remove the invoice from the system

2. Creating a New Vendor Invoice

Click the Add New button in the top-right corner of the Vendor Invoice page.

Step 1: Fill in the Header

• Store Location — Select the store (required)
• Vendor — Choose the vendor from the dropdown (required)
• Invoice No — Enter the vendor's invoice number
• Invoice Date — Select the invoice date

Step 2: Add Line Items

Use the product search field to find items by name or UPC. Add items one at a time to the invoice grid. For each line item, enter the buying quantity and verify the cost.

Step 3: Review and Save

• Save — Save the invoice and remain on the page
• Save and Close — Save and return to the invoice list

3. Editing an Invoice (Invoice Detail View)

When you click the Edit (pencil) icon on an existing invoice, the full invoice detail screen opens. This is the most feature-rich screen in the Invoice module.

Invoice Header

The top section shows editable header fields:

• Store Location, Vendor, Invoice Date, Invoice No, Amount, and Status (dropdown to change workflow status)
• A download icon to export the invoice
• Update button to save changes
• Update and Close button to save and return to the list
• View Invoice button to see a read-only summary

Line Item Tools

Below the header, several tools help you manage line items:

• Select Columns to display — A dropdown to customize which columns are visible in the grid
• Filter Search — A text search field to quickly find specific items within the invoice
• Refresh button — Reload the line item data
• Add New Item — Manually add a product to the invoice

Margin Tabs

A row of tabs filters the line items by profit margin range. Each tab shows a count of items in that bracket:

• All — Shows all line items with total count
• < 10% — Items with less than 10% margin
• 10% < 20% — Items with 10–20% margin
• 20% < 30% — Items with 20–30% margin
• 30% < 40% — Items with 30–40% margin
• > 40% — Items with over 40% margin
• New Item — Any newly added items not yet in the price book

Line Item Grid

The detailed grid shows every product on the invoice with the following columns:

Add Charges and Payment Details

Below the line items grid, two additional sections appear:

Add Charges — Click to add extra charges (e.g., delivery fees, store supplies) to the invoice. The charges table shows Invoice Charge Type, Invoice Charge description, Amount, and Actions.

Payment Details — Click to record payments against the invoice. The payment table shows Source Name, Method of Payment, Memo, Amount Paid, Check number, and Actions.

Invoice Summary Footer

At the bottom of the screen, a summary bar shows running totals:

• Total Cases Purchased — Sum of all case quantities
• Total Items Purchased — Sum of all individual units
• Total Cost — Sum of all line item costs
• Total Charges — Any additional charges applied
• Amount Paid — Total payment recorded against this invoice
• Balance Amount to be Paid — Remaining unpaid balance

4. Fuel Invoice

Navigation: Sidebar → Invoices → Fuel Invoice

The Fuel Invoice page manages fuel delivery invoices for your store.

Pending BOL

At the top of the page, a collapsible Pending BOL (Bill of Lading) section shows the count of fuel deliveries that have been received but not yet invoiced. This helps you track deliveries that still need to be matched to an invoice.

Fuel Invoice Grid

The grid displays fuel invoices with columns: Invoice Date, Store Name, Vendor, Invoice Amount, Total Gallon, Invoice No., and Actions.

Filters

• Store Location — Select one or more stores
• Vendor — Filter by fuel vendor
• Date Range — Select a date range with presets or custom range
• Invoice No. — Search by specific invoice number

Click Search to apply filters. Click Add New to create a new fuel invoice.

5. Upload EDI Invoice

Navigation: Sidebar → Invoices → Upload EDI Invoice

Electronic Data Interchange (EDI) allows vendors to send invoice data electronically, eliminating manual data entry and reducing errors. The Upload EDI Invoice page lets you import these files and configure how the system processes them.

Step 1: Select Store and Vendor

Choose the Store Location and Vendor from the dropdown menus (both are required fields, indicated by yellow markers). If the vendor is not yet in the system, click Add Vendor to create a new vendor record.

Step 2: Upload the EDI File

In the Upload EDI Invoice section:

1. Click Browse to select the EDI file from your computer.
2. The Upload Status indicator shows progress (starts at 0%).
3. Click Upload File to process the file, or Cancel to abort.

Step 3: Configure EDI Options

The EDI Option section at the bottom of the page controls how imported EDI data updates your store's item records. Two options are available, each with its own department-level configuration grid:

• Update Item Description from EDI and Vendor Invoice — When enabled for specific departments (via the Add button), the system will automatically update item names/descriptions based on the incoming EDI data.
• Update Item Selling Price from EDI and Vendor Invoice — When enabled for specific departments, the system will automatically apply vendor price changes to your selling prices.

For each option, click Add to add departments that should receive automatic updates. Each department entry appears in a grid with an Actions column for removal.

Important: EDI invoices are generally locked after import to prevent discrepancies with the vendor's record. If there is a delivery error, request a credit memo from the vendor rather than editing the original EDI invoice.

Invoice Workflow & Statuses

Invoices in CStoreIQ follow a workflow with these status stages:

Frequently Asked Questions

What do the colored arrows next to Buying Cost and Selling Price mean?

On the Edit Invoice screen, a green down arrow next to a price indicates the price has decreased compared to the previous invoice. A red up arrow indicates a price increase. This helps you quickly spot cost changes from your vendors.

What are the margin tabs on the Edit Invoice screen?

The margin tabs (e.g., < 10%, 10%–20%, > 40%) filter line items by their profit margin percentage. This lets you quickly identify items that may have thin margins and need a selling price adjustment.

Can I edit an EDI invoice?

Generally, no. EDI invoices are locked to prevent discrepancies with the vendor's record. If there is a delivery error, request a credit memo from the vendor rather than editing the original EDI file.

How do I add a new vendor?

On the Upload EDI Invoice page, click the Add Vendor button. For general vendor setup, navigate to Setup → Vendor Management.

What does Pending BOL mean on the Fuel Invoice page?

BOL stands for Bill of Lading — the document that accompanies a fuel delivery. Pending BOL shows fuel deliveries that have been received at the store but do not yet have a matching invoice in the system.

How do I search for an invoice containing a specific product?

On the Vendor Invoice page, click the filter icon (funnel) to open the Advanced Search panel. Enter the product's UPC in the UPC Code field and click Search.

Troubleshooting

For any other issues, please contact CStoreIQ Support.