Feature Overview: The Purchasing Module

Feature Overview: The Purchasing Module

 

The Yellow Dog Purchasing module lets you track and manage all purchasing activities in one place. The module is highly configurable and supports a wide range of client workflows.

Purchasing Module

 

Use the Purchasing module whenever you need to create, update, or review purchasing-related documents.

   

All client types use some or all features of the Purchasing module.

 
 Purchasing document types

Request

A request functions as a shopping list.

  • Does not affect on-hand quantities or costs
  • Can be converted to a purchase order or transfer

Purchase Order (PO)

A purchase order represents items ordered from a vendor.

  • Quantities become On Order when committed
  • Does not affect item costs
  • Can be emailed directly to vendors
  • Can be converted to a receipt or invoice

Receipt

A receipt is equivalent to a packing slip.

  • Updates On Hand quantities when committed
  • Does not affect item costs
  • Can be converted to an invoice or transfer

Invoice

An invoice confirms vendor charges.

  • Updates item cost when committed
  • At a minimum, use this document
  • If receipts are not used, invoices also update On Hand quantities
  • Can be converted to transfers

Transfer

Transfers move inventory between stores.

  • Updates On Hand quantities for both issuing and receiving stores
  • Costs can use the vendor price or the calculated cost

Return to Vendor

A return sends inventory back to a vendor.

  • Reduces On Hand quantities
  • Standalone document; cannot be converted to or from other documents

Common purchasing features

Filters and search

Each purchasing screen includes filters for:

  • Store
  • Vendor
  • Status
  • Committed date range
  • Search

To search for documents containing a specific item, select Include Items in Search. You can search by description, SKU, vendor SKU, or style number.

Use the green checkmark to select all statuses or the red X to clear all selections.

Reference fields

  • Reference: Internal PO numbers, vendor invoice numbers, or similar identifiers
  • Description: Additional context, such as event names or seasonal stock
  • Instructions: Notes for vendors or receivers
  • Notes: Detailed internal comments

Inventory visibility

  • Warehouse On Hand and On Order columns are available in all purchasing editors
  • Being a warehouse is defined in the Store editor

Editing tips

  • Gold/Purple fields are editable directly
  • Line-level Notes can be used for invoice checks, partial fills, or explanations
  • Use Extended Vendor Price to avoid rounding issues with fractional pricing
    • Yellow Dog calculates using full precision, even though it displays two decimals
    • To change default decimal settings, update Windows regional currency settings

Saving and reusing documents

  • Use Save and Close to leave a document open without committing it
  • Documents do not affect inventory or become convertible until committed
  • Use Create New (Document) Based On… to duplicate recurring orders

Importing and managing items

Adding items

Use Add Line Items to open the Item Lookup. You can also use Add Items From… to import items automatically.

Supported options include:

  • 10-key entry
  • Locations or flags
  • Par levels and reorder points
  • Sales, transfers, and adjustments
  • Count sheets (store-specific)
  • Physical inventory
  • Sessions (from mobile app, or manual entry)
  • Item lists (non-store-specific)
  • Excel, CSV, or text files

InfoNote: GoFetch is deprecated and only available for version 345 or earlier.

Importing prices

You can import vendor prices into:

  • Purchase orders
  • Receipts
  • Invoices
  • Return to vendor documents

Files must include:

  • An item identifier (SKU, vendor SKU, or UPC)
  • A vendor price column
  • Optional quantity column

In the Invoice editor, Last Vendor Price and Percentage Change columns help you review pricing updates.

Additional tools and actions

  • Remove Line Item: Deletes the selected item
  • Edit Item: Opens the Item Editor
  • Replace Item: Swaps an item while keeping cost, notes, and on-hand values
  • Split Line: Use for mixed pricing or refundable items
  • Renumber Lines: Reorders items after sorting columns
  • Round Quantities: Rounds quantities to partial or whole numbers
  • Remove Zero Qty Lines: Deletes all zero-quantity lines at once
  • Related Documents: View linked POs, receipts, invoices, or transfers
  • Receipt Detail Report: Shows received versus unreceived items
  • PO–Receipt–Invoice Report: Displays the full purchasing flow

 

  • Review, create, and commit purchasing documents regularly
  • Avoid waiting until the end of a period to catch up
  • Consistent purchasing activity ensures accurate inventory and cost tracking 

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