These features go beyond everyday inventory management. Some operations rely on them heavily, others not at all — so explore the ones that match how you run your business. Each section includes an overview, helpful resources, and where useful, a tip for putting the feature to work.

In the Inventory module, select Item Lists. All public item lists display. Search for a specific list by description, or select the Include items in search checkbox to search by the line items within a list.

Right-hand commands

–  Create New — create a brand-new item list

–  Edit Item List — edit the selected existing item list

–  Remove Item List — remove the selected existing item list

–  Print Item List — print the selected item list

–  Item List Report — get an exportable report detailing the items in the selected list(s)

Create a new item list

–  Description — give the list a description; be specific about its use and outlet

–  Select a status:

◦  Active — the list shows in available item lists when Add Items From is used

◦  Permanent — the list will never self-delete (lists unused for six months are deleted)

◦  Public — allow other users to see and use the list

–  Created by and Accessed by user/date display, including the last time the list was used

Item list right-hand commands

–  Add Items — load the item lookup screen; filter by Levels or Vendors, or search; items can be ordered and assigned a quantity (useful for standing orders that rarely change)

–  Edit Item / Remove Item — edit or remove an item from the list (not from inventory); use the arrows to reorder

–  Add Items From — add items from Count Sheets, other Item Lists, or Sessions

–  Create New Item List — create a new list containing the same items; use this to copy a list and tailor it to another area or need

Bottom commands

–  Print Item List, Save, Save and Close, Cancel — Cancel prompts you to save or discard changes

–  Create a new Request

–  When ready to add items, select Add Items From on the right, then Add items from an Item List

–  Select the item list, then choose items or use Select All

–  Lists with quantities bring in the assigned quantities; lists with no quantities come in at zero so you can input them

–  Use Remove Zero Quantity Lines to clear items with no quantity input

–  Add Items From can be used multiple times to pull from different item lists

–  From the Inventory Items screen, select an item and click Adjust On Hand Quantity

–  Select the store to open a manual adjustment editor

–  Remove the original item to get a blank editor (or leave it if it also needs adjusting)

–  Use Add Items From > Add items from an Item List, then choose the list and items (or bulk select all)

–  Input negative quantities for items being adjusted out of inventory

–  Choose an accounting reason (typically waste or damage); subsequent lines fill with the same account to reduce manual entry — adjust individual reasons as needed

–  Confirm the adjustment date reflects when it should be effective, then click Submit

–  Admin users can remove manual adjustments within seven days

–  Manual adjustment accounts should be created so you can report on different kinds of adjustments. An accounting reason is required to complete an adjustment.

–  System Setup > Accounts > Manual Adjustment Accounts

◦  Create New — create a new manual adjustment account

◦  Description — what the account is called (waste, damage, etc.)

◦  Document Type / Distribution Type — text field typically used with an accounting integration to denote document type and distribution

◦  Affects COGS — whether the adjustment factors into the COGS calculation

·  Yes — factored into the usage cost of adjusted items

·  No — not factored into usage; used for inventory corrections so they don’t reflect additional usage cost

◦  Notes — information for users about the adjustment type

◦  Account Codes — per-store GL codes for different adjustment types

◦  Add New / Save / Save & Close — save and open a new account, save and continue, or save and close

From the Inventory Items screen

–  Select the item, then choose Adjust On Hand Quantity from the right-hand commands

–  Choose the store (auto-selected if only one store exists)

◦  Document Information — Employee, Store, and Date (can be backdated to when the adjustment happened)

◦  Hide ingredient items — removes recipe-item ingredients from the screen

◦  Set Cost — lets the adjustment set the item’s calculated cost (see below)

–  The editor displays the selected item and related sizes; recipe ingredients display if a recipe is attached

–  Use the Adjust column to move an item up or down — waste/damage is negative, corrections are either, recipe production is positive

–  Use the New On Hand column to set the on-hand amount (auto-sets when Adjust is used)

–  Select the Accounting dropdown for the adjustment account and add a Reference (a brief explanation of what happened)

–  Right-hand commands — Add Items, Add Items From (Item Lists, Count Sheets), Edit Item, Remove Item

–  Bottom commands — Submit (greyed out until all required info is added) or Cancel

From the item editor

–  Open the item editor and navigate to the Stores tab

–  Highlight the store, then select Adjust On Hand for [STORE] to open an editor for that item and store

From the Manual Adjustment module

–  In the Physical Inventory module, select Manual Adjustments to see previous adjustments

–  Filter by store, adjustment type, employee, and date

◦  System Adjustments are automatic adjustments made by your system for special setup, such as auto zero

–  Create New Manual Adjustment — select the store, search or filter for the item, highlight and select it, then add more items from the right

–  Remove Manual Adjustment — users with permission can remove an adjustment within seven days; the adjustment is undone

–  Change Commit Date — change the effective date for backdating or correcting

–  Manual adjustments can reset an item’s calculated cost using two adjustments:

◦  Adjust down to zero — resets the calculated cost, since there are no items to distribute cost across

◦  Adjust back up to the on-hand quantity with the Set Cost checkbox selected — sets the current vendor price as the calculated cost

–  Open YD Mobile, select a store, then select Manual Adjustments

–  Open Adjustment Details, select the Accounting Reason, and press to close at the top

–  Swipe the utility tray up to add items via item list or item lookup; swipe down to see added items

–  Use the rockers or calculator to set quantities, then long-press to commit

–  The Cost Adjustment tool corrects an item’s calculated cost, performing the two-step method in one step

–  Create New Cost Adjustment — select the store; fill in Accounting Reason, Description, Reference, Notes, and Effective Date/Time

–  Add an item or use Add Items From to bring in several at once; edit or remove items as needed

–  Item History Report shows the history of the selected item

–  Commit finalizes the adjustment; Save / Save and Close hold it for later; Cancel exits without adjusting

RESOURCES

Print Templates lists all default options. Most documents have several preconfigured templates you can use.

–  Type — the print template type, which indicates the data fields available

◦  Item lists and labels contain item information (fields from the item editor); recipes contain recipe information (fields from the recipe editor)

–  Description — a brief description, typically noting the specific information that led to the template (e.g., Count Sheet – Grouped by Level; Item List – Sorted by Description)

Right-hand commands

–  Create New Print Template — create a blank template from scratch

–  Edit Print Template — edit an existing template

–  Remove Print Template — permanent; a removed default is restored on the next upgrade

–  Create New Print Template Based On — copy an existing template to edit

–  Select Create New, then choose the template type at the top (this determines available data fields)

–  Give the template a description

–  Use the grids to add text and data fields:

◦  Header — the template title

◦  Group header — column headers and grouping; group by levels, vendors, attributes, etc., with physical separation in the printed document. After choosing a group-by, use override sort to change how items sort within each group

◦  Detail — data fields for the items, ingredients, etc. that populate the template

◦  Group footer — text and group totals beneath the details

◦  Footer — bottom-of-document text such as last updated or created by

–  Use Preview to see the populated template; then Save, Save and Close, or Cancel

–  Highlight an existing template and select Create New Template Based On; give it a description

–  Group header controls grouping; after choosing a group-by, use override sort to set sort order within each group

–  Right-click to edit or remove existing fields

–  Click and drag to move existing fields to new locations

–  Right-click > Insert to add a new field:

◦  Text — add set text

◦  Data Field — add a data field to include

◦  Expression — add a formula calculated at print time

◦  Picture — add a set picture, such as a logo

–  Right-click > Change Data Field to repopulate a location; right-click to change font, alignment, typographic style, borders, and formats

–  Barcode formats: 138, 138C, Code 39, Interleaved. Data formats: currency, date, number, fraction, decimal

–  Use Preview to check the document; then Save, Save and Close, or Cancel

Catering example

The catering chef is responsible for communicating prep needs to the team ahead of an event. Using Yellow Dog, the chef can request production items in advance, determining the quantities required for the entire event. Once quantities are planned, the chef generates production worksheets categorized by group or ingredient, providing clear instructions on what to pull from storage and prepare. Create these requests and worksheets well ahead of the event — for a Saturday event, ideally by Monday.

Daily prep list example

The kitchen manager organizes daily prep based on sales projections by submitting requests for all required production items for each day of the week. Once finalized, production worksheets can be printed and distributed to the teams executing the prep. This keeps planning with one person and streamlines the workflow.

Decide how your team will use it

–  Who should manage production groups and create production worksheets

–  Who will set production groups in your recipes

–  Whether you will build worksheets from Requests, add items manually, or both

Your Yellow Dog team can configure the right access for each role once you have decided how your operation will use the feature.

Production groups

–  Production groups are created under Common Setup > Production Groups — see creating and assigning production groups.

–  Locations must be created and assigned to items so they appear on the Ingredient List report

–  Set production groups in the appropriate recipes

Printing

–  Production worksheets can print as Ingredient List by Production Group, Ingredient List, or Summary.

The Wine Book is built as a Print Template (see Section 3), so it inherits all the same grouping, sorting, and field options. It pulls item data — descriptions, varietal and vintage fields, bottle and case pricing, on-hand quantities, the Yellow Dog SKU barcode, and item photos — into a printable catalog grouped by varietal.

Example Wine Book output — wines grouped by varietal with photos, barcodes, pricing, and on-hand quantities.

SELF-SERVICE RESOURCES

URL: https://bloodhound.yellowdog.software/

Your Yellow Dog team will set up login access for Bloodhound and can configure additional users as your needs grow. Once your login has been provided, you can access Bloodhound from any web browser.

–  Open the Bloodhound web app and log in

–  Use Item Search at the top to look up specific items; use the user icon to log out or access help

–  Select an item to view its information:

◦  Description, levels, vendor, price, dimensions

◦  Scannable barcode using the YD SKU

◦  Photos, if added

◦  On-hand across all locations

◦  UPCs assigned to the item

◦  Additional dimensions, different sizes and colors

◦  Ability to navigate to related items

–  Access inventory information from any web browser

–  Scan the on-screen barcode at the POS if a physical tag is unreadable

–  See on-hands for items across different locations

–  Example — a customer asks for an item at one store; an associate can see it is in stock in a given size at another store, or confirm available colors

–  Lookup-only access is safe to share, since items cannot be edited or changed in any way through Bloodhound

On this tab you can set expiration days as well as item volumes and weights. Expiration Days is the number of days a product is usable after receiving. Expiration starts when the item is received (through a receipt or invoice) or when it is created (an item with a production recipe).

Use the Expiration View under Item Management > Inventory Items to review when product will expire and need to be pulled from shelves.

The Inventory > Aging > Expiring report is also available to review expiring products.