Inventory from Petrosoft to your books
Inventory decides your cost of goods, and cost of goods decides your margin. Petrosoft describes CStoreOffice as covering item-level inventory, price books and shift reconciliation, with EDI invoice processing and Fuel-Central for fuel. This page explains how stock, shrink and fuel should reach QuickBooks at a Petrosoft store.
Works with your POS, back-office & accounting stack
Stock you buy goes to inventory, what you sell moves to cost of goods, and what is lost or wasted is shrink expense. A regular count tells you which is which. Fuel is counted separately from store stock, using tank readings and deliveries.
By the FuelCFO team. Where this page describes a vendor's product, the details come from the vendor's own public descriptions and can change, so confirm them with the vendor. Figures in diagrams are illustrative.
Petrosoft says it offers tobacco scan data submission and EDI invoice processing alongside its CStoreOffice back office. Which inventory figures your setup produces (CStoreOffice or another Petrosoft product) depends on your plan, so confirm yours with Petrosoft or your reseller. We are not affiliated with Petrosoft. This page is about what stock and fuel do to your numbers once they are counted.
Every dollar of stock you buy ends up in one of three places: sold, still on the shelf, or lost. Books that record only purchases as expense overstate cost in a heavy buying month and understate it in a light one.
Invoices are the proof of what you bought. Post each once and match it to the vendor statement, because a doubled invoice inflates cost of goods and a missed one understates it.
A full count every month is rarely realistic, so many stores count a few categories each week and rotate. What matters is a written schedule, a saved result and a posted adjustment.
Shrink is the gap between what the records say you hold and what is actually there. It is expense, and it should show on its own line so you can watch it, rather than disappear inside cost of goods.
Petrosoft says Fuel-Central monitors fuel inventory through tank gauge integration. Ask Petrosoft whether you have it, and keep fuel apart from store stock either way. Which Petrosoft product holds a figure depends on your plan and which products you run.
To see what to pull, go to the inventory reports. For the usual mistakes, see where it goes wrong. For how we run a month, see Petrosoft accounting, and for every guide see the Petrosoft hub.
Vendor invoices are matched to statements.
What sold leaves inventory at cost.
Losses get their own line.
Tank readings and deliveries are handled on their own.
Invoices, counts and tank readings for the month.
We agree which report holds each figure.
The same list every month.
Each invoice is checked against the vendor statement.
Doubles and misses are found now.
The statement is the tie-out.
Purchases to inventory, sales to cost of goods.
The balance sheet shows the stock you actually hold.
The method is written down.
Count differences become shrink expense.
A line you can watch month to month.
Large swings are explained.
Books and a short note.
Margin by category with cost of goods you can trust.
Unplaced items are listed.
Report names vary by setup and plan. Ask Petrosoft or your reseller what yours are called.
Cost jumps in a heavy buying month.
Cost of goods is overstated and payables are wrong.
Losses hide inside cost of goods.
Fuel margin and store margin cannot be read apart.
Different reports give different stock numbers.
The count is done but the books never change.
The numbers swing and you cannot say why.
You suspect losses but cannot see them.
You need stock figures you can support.
No counts yet? We can help you start a simple schedule.
A 30-minute call and about 48 hours of review, free, of how stock and shrink show up in your Petrosoft reports and your books.
We write down where each item goes in QuickBooks and why, so it stays the same every month.
The first month is tied to the statements and the bank before we carry on.
Fuel counted from tank readings and deliveries, apart from store stock.
5 services →Stock, cost of goods and shrink by category.
9 services →Inventory and purchase records that support your tax filings.
4 services →The same count routine at every Petrosoft store.
3 services →FAQ
More guides on the same system, or send us a day or a month for a free review.
Monthly bookkeeping for stores that run CStoreOffice: reconciliation, month-end close and totals posted into QuickBooks Online.
Read more →What to check on the daily close and how the day ties to the bank and QuickBooks.
Read more →How PDI fuel and store inventory reach QuickBooks Online, and how to explain a fuel variance.
Read more →Send us a day or a month and we'll show you where the three systems disagree.
Get started →See all Petrosoft guides →| Every gas station software guide →
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