How do I navigate around Yellow Dog?
This video will demonstrate how to navigate around Yellow Dog
System Navigation
The Inventory Items screen, the first screen you see when you log in, is the main point from which most Yellow Dog Inventory functions originate. The left hand side is our navigation menu, while the top section contains filters for the data displayed in the list below.
There are two sections on the right-hand side. The first, to the far right, is the blue section called On Form Help. Each screen you encounter in Yellow Dog Inventory has its own reference section. Hovering over the section of the screen in Yellow Dog Inventory will put a blue box around the correlating section of the on-form help, and vice versa. This can be a great help while learning the system, but if you’d rather keep your screen space for the program itself, use the right-pointing arrow on the top to minimize it to a narrow, vertical blue bar. If you need it again, just click on the bar.
To the left of that are our action buttons that assist with items, documents, etc.
Each section will be broken down in the pages to come.
Navigation Menu
The left-hand sidebar of almost all Yellow Dog Inventory screens is the navigation bar. Related groups of functions are divided into sections.
Item Management:
Inventory Items: The primary list of all item data, able to be viewed, sorted and filtered in several ways. This is where most item creation and editing will be done.
Matrices: Section to create several related but dimensionally-different items (e.g. small red shirt, small blue shirt, etc.) This is mostly used by retail clients.
Recipes: This is where food and drink recipes are created and managed.
POS Item Map: Items and Recipes can be linked directly to items created at the Point-of-Sale (POS) to deduct inventory for the sale of that POS item. This is also where COGS departments are attached to POS items. This section is only used for one-way POS integrations, primarily at F&B sites.
Item Lists: Create and maintain lists of items used for various functions (order guides, etc.) Any function in Yellow Dog that includes Add Items From… can pull in an item list.
Label Queue: Print multiple labels for multiple items in one place here. When receiving using the Purchasing module, you can opt to add all received items to the Label Queue and print them later at your convenience. This can be used by F&B clients to create shelf tags.
Schedule Retail Changes: Used for 2-way retail syncs only to schedule a retail price change update.
Manual Sales Entry: Sales not pulled from a POS (for example, a food truck or catering event) can be entered here. These will show in sales reporting.
Physical Inventory
Physical Inventories: Documents that will record the on-hand of items when they are counted. Counts can be entered manually or can be brought in from other sources.
Count Sheets: A list of items that serves as a counting template. These can be organized in any order you’d like.
Sessions: Lists of item counts taken using a mobile device running ydiMobile, a Yellow Dog counting app or manually entered.
Manual Adjustments: This view displays changes made to an item’s on-hand outside of counting, POS sale, or purchasing; for example, waste, damage, and theft can all be recorded with a manual adjustment. Transfers between non-Yellow Dog managed locations can also be completed this way.
Worksheets
Purchase Order: A single document that will then create multiple purchase orders for multiple stores.
Replenishment: A flexible document that will generate multiple Purchasing documents to resupply outlets. Defaults to Transfers for moving stock from store to store, but can be set to any purchasing document.
Transfer: A worksheet that can use multiple requests to transfer multiple items to multiple stores from a central location.
Production: A tool that assists with assigning recipe creation to different production Groups based on requests from multiple stores.
*For additional articles on Purchasing see related section:
Purchasing
Requests: A document that indicates that items are needed. Can be converted into a Purchase Order or a Transfer.
Purchase Order: Document of items that are required from a vendor. Can be converted into a Receipt or Invoice.
PO Approvals: Requires a higher-level employee to confirm the accuracy/completeness of a Purchase Order. Can be set to use dollar total thresholds or a ranked hierarchical structure.
Receipts: Acknowledges that items have arrived and will increase the on-hand of items on the document as of the time it is committed. Can be converted into an Invoice or a Transfer. EDI documents can be created as Receipts upon request.
Invoices: Primarily used to track expenses on received orders. When used without Receipts, will add the quantities of items to a stores’ on hand as of the time it is committed. This is the final chance to affect cost of items with expenses. Invoices are the default document for EDI invoices.
Transfers: Used to move items from store to store in multi-store locations.
Return to Vendor: Tracks items that are being sent back to the supplier. EDI Credits will generate here.
Reports
Standard Reports: The list of all reports available in Yellow Dog. Most reports are filterable on time ranges, vendors, levels, etc.
Saved Reports: Frequently generated reports can be re-run quickly and easily. Saves filters, sorting, etc. Use the date range dropdown (yesterday, last week, last 30 days, etc.) rather than specific dates. These Saved Reports can be automatically emailed out using the SendSavedReportsEmail application.
Common Setup
You may find it necessary to make changes, add more details, or edit existing setup options. To do so, navigate to Common Setup.
Dimensions
Dimensions are most commonly used to specify information such as size and color. However, if you have other needs they can be used for anything you like, such as wine/beer varietals, regions, lead times on special order items, etc.
*For additional information on creating and managing Dimensions see related article: How do I create Dimensions?*
Inventory Levels
Levels are how inventory items are categorized in Yellow Dog Inventory and are used for reporting. Typically, the hierarchy is as follows:
Level 1 = Department
Level 2 = Sub-Department
Level 3 = Category
Level 4 = Sub-Category
Manufacturer & Vendor Management
Vendors and Manufacturers are created and managed in the same section in Yellow Dog Inventory. A vendor is required, while manufacturers are optional, unless your POS requires them.
*For additional information on creating and managing Vendors & Manufacturers see related article: What is the Vendor & Manufacturer Module?*
Flags
Flags allow you to indicate storage locations, making ordering and physical inventories easier. This is primarily used for F&B implementations. To create a new Flag, click “Create New Flag”. Enter a Description, then click “Save and Close” if done, or “Add New” to add more. If you would like to change “Flags” to a more useful title, go to System Setup\Options\Labels.
Recipe Types
Recipes are primarily used by F&B Customers. Retail customers who sell gift baskets would also use the Recipe feature. Recipe Types are user generated, and allow users to keep recipes organized.
Production Groups
Production Groups are also used for F&B operations. They allow for an additional layer of recipe organization. Production Groups are meant to be used in conjunction with Production Worksheets. By assigning groups, you can print worksheets to identify stations responsible for making requested Production/Batch recipes.
*For additional information on Product Groups see article: What are Production Groups?*
Events Calendar
The Events Calendar is a new feature in Yellow Dog that allows for the user to tag days with event types for filtering reports. You can also search past events using keywords in the Search bar.
*For Additional information on setting up events, and event based reporting see article: What is the Events Calendar?*
System Setup
This section of Yellow Dog controls the Admin related options of the system.
Accounts
Used to set up Manual Adjustment reasons, Invoice expenses, COGS Departments & Categories, and accounting interface export codes.
Autonumber
Algorithms used to auto-generate document codes and item SKUs.
*For additional information on how SKUs are generated see video: SKU Wizard*
Interfaces:
Where third-party codes for integrations are mapped. These can be set per Store, per Level, or per Item.
*For additional information on interfaces see article: Tips & Tricks: Updating interfaces*
Global
Settings that dictate system behavior.Inventory
Settings that dictate item behavior
Fonts
System-wide font for item data and section labels.
Labels
Names of sections and titles can be edited here, e.g. Manufacturer can be changed to Supplier, Flag to Location.PO Approval Setup
Purchase Order Approvals allows users to dictate who can commit purchase orders, either based on their position on the company, or by predetermined dollar value. Ranks for the PO Approval are created and maintained here. Every Location Type can have a different set of approval rankings.
*For additional information on PO Approvals see article: How to set up PO Approval ranks & approvers*
Print Templates
Used to define labels or any printable document.
*For additional information on print templates see section: Print Templates*
Employees
Employees
List of user logins with employee access options, if not using groups.
Employee Groups
A pre-defined set of store specific user accesses that can be quickly assigned to a new or existing user login.
Employee Options
Allows for different login types, such as Active Directory or Windows.
Employee Roles
Defines the hierarchical rankings for who is notified about POs for approval.
Stores
In the Store grid, you can view active SKU count, Max SKU count, Accounting IDs, Company IDs, PO Revenue Center, Approval Type, No Count Status, Production Store Status, Warehouse Status, Closeout Method, Current Closeout Date, Fiscal End of Day, and Calculated Cost Method.
Store Approval Types
Stores will have hierarchical PO Approval rankings determined by the store type. These are determined in the PO Approval Setup section.
*For additional information on setting up Approvals see related article: How do I set up PO Approvals?*
Top Menu Bar
Log Out
This logs you out of Yellow Dog. We recommend doing this anytime you leave your workstation to ensure nothing is being done under your login without your permission.
Change Password
This requires you to know the old password. If you’ve forgotten your password and are unable to log in, please contact your system administrator or our Support department.
Password Recovery
If a password is forgotten, users can simply answer their security questions to reset and create a new password.
*For additional information about setting up Password Recovery see article: How do I configure Password Recovery*
Refresh Data
This button forces the system to refresh the data that is being displayed. Occasionally, using this will clear up an issue you’re seeing with the data being displayed.
Recalculate Costs
This button will process any data up to that point and allow for the most up-to-date reporting. This will also refresh recipe costs. Larger databases with a lot of history will take more time to recalculate.
Help
About-
Displays technical assembly information along with a link to our Knowledge Base. The Knowledge Base is a great place to review software documentation, videos, and other direct and indirect support resources to help assist you. This also includes live chat with a support technician during business hours 9am-6pm Eastern Standard Time (Holidays will effect these hours).What’s New –
directs you to our “What’s New” page on our website, which provides the most up to date product and version release information.
Upgrades –
directs you to our “Upgrades” page on our website and allow you to book an upgrade with our team.
Support Info –
provides contact information for our Support and Sales departments. It also provides links to our Customer Portal and self-scheduler for additional training requests. All customers are allotted up to two free 2-hour training sessions per company per month.
Announcements –
Periodically, Yellow Dog will distribute important and noteworthy information via our login Announcements popup. This section of our Help drop down displays any previous announcements we’ve posted over the past three months, by date.
Web Store –
this will direct you to our Web-store where you can purchase additional labels or hardware.
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