Quick Reference: Yellow Dog Best Practices for Catching Up on Purchasing

Quick Reference: Yellow Dog Best Practices for Catching Up on Purchasing

Yellow Dog understands that busy teams sometimes fall behind. Following these best practices will help you resolve outstanding purchase orders, receipts, invoices, and transfers so your on-hand quantities and costs remain accurate



Purchase Orders

  1. Review the Items Locked report.
    This report is located in the Troubleshooting folder of Standard Reports and shows items on purchase orders that have not been received or invoiced.

  2. Determine how to resolve the identified POs.

    • If the POs are less than 30 days old and a physical inventory has not been performed, consider receiving or invoicing the product.

    • If a physical inventory has been performed, cancel the POs to clear the on-order quantities. The physical already updated on-hand quantities, so these POs should not be processed.

 

         
          Figure: Example of the items locked report


Receipts and Invoices

  1. Review open receipts and invoices.
    Filter the Receipts/Invoices screens to show only documents with a status of Open.

  2. Determine how to resolve the open documents.

    • If they are less than 30 days old and no physical inventory has been performed, consider committing the receipt or invoice.

    • If a physical inventory has been committed, set all quantities to 0 to update the document to a Rescinded status. The physical has already updated the on-hand quantities.

         

           
           Figure: Example Invoices filtered to only show a status of Open


Transfers

Transfers can be configured in two ways:

  • On-hand quantities are deducted from the issuing store when the transfer is issued, or

  • On-hand quantities are deducted when the transfer is accepted.

You can review this configuration in System Setup > Options > Global.

Recommended actions

  • For transfers issued but not accepted within the last 30 days, and when no physical inventory has occurred, accept the transfers.

  • If physical inventories have occurred in both the issuing and accepting stores, set the issued and accepted quantities to 0, then save and close the document to update its status to Rescinded.

Mixed physical-inventory scenarios

  • If a physical inventory occurred only in the issuing store and transfers are configured to deduct at issuance, you may choose to accept the transfer so the receiving store’s on-hand values update correctly.

  • If a physical inventory occurred only in the issuing store and transfers are configured to deduct at acceptance, set the issued and accepted quantities to 0 to rescind the transfer. Then perform a manual adjustment in the accepting store to update its on-hand quantity.




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