FAQs: Common Issues After Upgrading Yellow Dog Inventory

FAQs: Common Issues After Upgrading Yellow Dog Inventory

This article will review common questions that come up post Yellow Dog upgrade

Question: 

Why do I receive a “Path Denied” error after upgrading?

Answer: 

After upgrading Yellow Dog Inventory, Windows may require the application to run with elevated permissions to complete the upgrade process on your workstation
Resolution
  1. Close Yellow Dog Inventory.
  2. Locate the Yellow Dog Inventory application shortcut.
  3. Right-click the shortcut.
  4. Select Run as administrator.
  5. Log into Yellow Dog Inventory.

Once the upgrade is accepted by Windows, the application should open normally without error.

Additional Resources: 

Question:

What is Invoice Staging?

Answer: 

Invoice Staging allows invoices to be uploaded or imported into Yellow Dog where they enter a temporary review stage before becoming a finalized invoice. This workflow replaces the previously used EDI integrations, providing a centralized staging process to review, map items, and validate pricing before committing the invoice.

Additional Resources: 

Question:

Why are items in Invoice Staging not mapping correctly?

Answer:  

Items imported through Purchasing > Invoice Staging may fail to map automatically if the size on the vendor invoice does not match the size defined on the inventory item.

This commonly occurs when vendors use size abbreviations (for example: CS, EA, BTL) that do not match the item’s configured size.

Resolution

  1. Navigate to Purchasing > Invoice Staging.
  2. Open the staged invoice.
  3. Review unmapped line items.
  4. Match the item to the correct inventory item.
  5. Ensure the size reference matches the purchasing size defined on the item.

Best practice: Ensure item size abbreviations match vendor invoice formats to improve automatic matching.

Additional Resources: 

Question:

Why did inactive or removed items suddenly become active?

Answer:

Starting with version 377, Yellow Dog enforces inventory best practices related to item status and on-hand quantities.

If an item is Inactive or Removed but still has a non-zero on-hand quantity, the system will automatically reactivate the item during nightly maintenance.

Why this happens

Inventory items should not remain inactive or removed while holding inventory quantities. Automatically reactivating them ensures that inventory values remain visible and accurate in reporting.

Resolution

If the item should remain inactive or removed:

  1. Adjust the item’s on-hand quantity to zero.
  2. Change the item status back to Inactive or Removed if necessary.
Additional Resources: 

Question: 

Why did negative inventory appear after upgrading from version 370 or earlier?

Answer:

Older versions of Yellow Dog sometimes allowed removed items with negative on-hand quantities to exist without displaying them clearly.

After upgrading, the system surfaces these quantities for review.

What this means

The negative quantities were already present in the database but were not visible in earlier versions.

What to do

Review the affected items and determine the correct action:

• Enter an adjustment to correct the on-hand quantity
• Investigate missing invoices or sales activity
• Reset the item on-hand if appropriate

Going forward, any item with a non-zero on-hand quantity will automatically become active, regardless of status.

Additional Resources: 

Question: 

Why did my default Print Template settings reset after upgrading?

Answer:

In versions 370 and earlier, users could modify the system Default Print Templates.

During upgrades, these default templates may revert to their original settings.

Resolution

If custom formatting is required:

  1. Navigate to System Setup > Print Templates.
  2. Create a custom template instead of modifying the system default.
  3. Set the custom template as the template used for printing.

Best practice: Avoid modifying system default templates. Use custom templates instead.

Additional Resources: 

Question: 

Why does Create Full Physical Inventory add inactive items?

Answer:

This behavior is not intentional and has been reported as a development issue.

When creating a Full Physical Inventory, inactive items may appear in the count list.

Current workaround

If inactive items appear during the physical inventory process:

  1. Review the item list in the Physical Inventory.
  2. Remove or ignore inactive items before finalizing counts.

A fix is planned for a future release.

Question: 

Why are PA520 handheld devices no longer supported?

Answer:

Older PA520 handheld scanners are no longer supported by current versions of Yellow Dog.

These devices are typically recognizable by:

  • A BlackBerry-style form factor
  • Physical keyboard buttons

Recommendation

Upgrade to supported hardware or use one of the current counting solutions:

• YD Mobile (recommended mobile counting application)
• Count XL with supported handheld devices

The Yellow Dog manual recommends mobile counting applications for improved efficiency and accuracy during physical inventory. 

Additional Resources:

Question: 

Why does a Closeout Date get set after committing a Full Physical Inventory?

Answer:

This behavior is by design and protects the accuracy of inventory reporting.

When a Full Physical Inventory is committed, the system sets a Closeout Date that prevents users from backdating transactions such as:

• Invoices
• Manual Adjustments
• Sales
• Transfers

This ensures the inventory period remains locked and reporting remains accurate.

How to avoid locking the period

If you do not want to close the accounting period:

  1. Create a Cycle Count instead of a Full Physical Inventory.
  2. Commit the cycle count after review.

Cycle counts adjust inventory without setting a closeout date.

Additional Resources:



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