Base Unit Reference Guide

Base Unit Reference Guide

What Are Base Units?

The foundation for every multi-size item in Yellow Dog Inventory.

Definition: A base unit is a size that divides cleanly into the item’s other sizes, such as purchasing or counting sizes.

Why it matters: Every item has an on-hand (parent) size and optional additional (child) sizes. The base unit is always the on-hand (parent) size, and all purchasing, counting, reporting, and recipe calculations convert back to it.

Benefits of base unit configuration

•    Standardization: Consistent tracking makes quantities easy to compare across items and transactions.

•    Flexible conversions: A clean base unit makes additional sizes easier to set up and convert.

Figure 1. An inventory item configured using base units.

SKU

DESCRIPTION

SIZE

REFERENCE

VENDOR PRICE

SIZE CONVERSION

0400000003

FLOUR, ALL PURPOSE

LB

LB

$0.45

—

0400000004

FLOUR, ALL PURPOSE

BAG

50 LB

$22.57

1 BAG = 50 LBs

2040800009

FLOUR, ALL PURPOSE

BAG

23 LB

$10.38

1 BAG = 23 LBs

 

Tips for choosing a base unit

•    Use a universal size that other sizes divide into cleanly, such as LB, OZ, or EACH.

•    Pick a base unit that keeps conversions clean and intuitive.

•    Choose a base unit that makes sense for reporting.

•    Standardize base units across similar items to reduce confusion.

Viewing Items — Key Fields

Three fields explain how sizes relate to the base unit on the item screen.

Reference — Records the pack size. This helps identify purchasing substitutions during invoicing and gives staff clarity during physical counts, since the field can appear on count sheets to show how items are case-packed.

Size on Hand — Displays on-hand values for related sizes, based on the base unit. Useful for viewing quantities by purchasing or counting size.

Size Conversion — Shows the relationship between the base unit and each related size.

Figure 2. Reference, Size on Hand, and Size Conversion on a multi-size item.

SKU

SIZE

ON HAND

REFERENCE

DESCRIPTION

SIZE CONVERSION

2040800010

OZ

636

—

SAUCE, MARINARA

—

2040800011

CASE

1

CASE = 6/#10 CANS

SAUCE, MARINARA

1 CASE = 636 OZs

2040800012

CAN

6

CAN = 106 OZ

SAUCE, MARINARA

1 CAN = 106 OZs

 

Size Terminology

 

TERM

EQUALS

WHAT IT DOES

On-hand size

Base unit

Holds on-hand quantity and appears in reporting. Always the base unit.

Secondary size

Purchasing size

The primary purchasing size. A base-unit on-hand size keeps its conversion simple.

Additional sizes

Purchasing or counting sizes

Optional sizes for alternative purchasing or for counting.

Examples of Item Size Setup

Common F&B items and the base unit each one should use.

All-Purpose Flour     BASE: POUND

Used in recipes                Net weight = 1 LB

Purchasing size               Bag · 1 Bag = 50 LB

Additional (purch.)         Bag · 1 Bag = 23 LB

All created sizes can be counted during physical inventories.

 

Chicken Breast     BASE: POUND

Used in recipes                Net weight = 1 LB

Purchasing size               Case · Case = 4/10 LB

Additional (count)           Bag · Bag = 10 LB

All created sizes can be counted during physical inventories.

 

Marinara Sauce     BASE: OUNCE

Used in recipes                Net weight = 1 OZ

Purchasing size               Case · Case = 6/#10 Cans

Additional (count)           Can · Can = 106 OZ

Use the can in recipes only if a whole can is used. All sizes can be counted.

 

Cavatappi Pasta     BASE: POUND

Used in recipes                Net weight = 1 LB

Purchasing size               Case · Case = 2/10 LB bags

Additional (purch.)         Case · Case = 6/3 LB bags

Additional (count)           Bag · Bag = 2 LB

Additional (count)           Bag · Bag = 3 LB

All created sizes can be counted during physical inventories.

Liquor and a catch-weight protein.

Tito’s Vodka     BASE: 750 ML

Used in recipes                Net volume = 750 mL

Purchasing size               Case · Case = 12/750 mL

Additional (purch.)         Case · Case = 16/750 mL (12/1L)

Additional (purch.)         1L · 1L = 1.33 × 750 mL

For liquor, use the primary bottle size as the base unit. All sizes can be counted.

 

Ground Beef     CATCH WEIGHT · BASE: POUND

Used in recipes                Net weight = 1 LB

Purchasing size               The base unit is marked as the purchasing size, since it is sold by weight.

No case size is created. You may order a 40 LB case, but the invoice charges by weight, so the case will be more or less than 40 LB.

 

Identifying a catch-weight item in invoicing: Catch-weight items are usually meats or cheeses. You typically buy them by the case, the size often includes AV or AVG (average), and the invoice shows a total weight with a unit price. The extended price is total weight × unit price.

Creating an Item Using Base Units

Build the base unit first, then add purchasing and counting sizes on top of it.

Step 1 · Initial setup

 

1.   Go to Item Management > Create New Item.

2.   Select the Level and Vendor from the dropdowns, then click OK.

Step 2 · Create the base unit size

 

3.   In the Description field, enter the item name.

4.   Use Assign to Stores to assign the appropriate stores.

5.   From the Size dropdown, select the base unit size.

•    This sets the on-hand (reporting) size.

•    This size cannot be changed after the item has transactional history.

6.   If the base unit is not a purchasable size, uncheck Purchasing Item 1.

Step 3 · Create the purchasing size

 

7.   Check Purchasing Item 2.

8.   Use the Size dropdown to select the purchasing size.

9.   Set the conversion quantity (for example, Eaches per Case = 12).

•    Verify conversion formulas to keep inventory levels accurate.

Step 4 · Create additional sizes (as needed)

 

10. On the Child Items tab, add additional purchasing or counting sizes.

•    Each additional size requires a conversion quantity.

•    This value can’t be 1 unless it represents less than 100% usage (for example, yielded items).

11. If the size can be purchased, check Use in Purchasing and update the vendor details (Vendor, Vendor PN, Vendor Price).

12. Click Save and Close.


Key Takeaways

Four habits that keep base units working for you.

DEFINE THE BASE UNIT FIRST

Always establish the base unit before adding purchasing or counting sizes. It keeps setup clear and accurate.

 

STAY CONSISTENT

Use the same measurements across operations, and give similar items the same base unit.

•     Dry goods → LB or OZ

•     Liquor → primary bottle size

•     Case-counted products → Each

 

TREAT IT AS THE BUILDING BLOCK

All inventory tracking starts at the base unit. Every other size converts back to it.

 

BUILD FOR RECIPES

Universal units like LB, OZ, and Each integrate cleanly into the Recipe Editor.

 

Choose a universal base unit, configure it once, and every size, report, and recipe stays in sync.


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