End user · Yellow Dog Inventory 2026
WHY IT'S IMPORTANT
When you process a staged invoice, line items automatically link to your inventory items using the vendor part number (PN) and vendor size abbreviation. If an invoice line has no matching item, it appears as Unmapped under the YD SKU column and must be resolved before the invoice can be converted. When no inventory item exists yet, you can create a new item directly from the staged invoice so the line maps correctly and your on-hands stay accurate.
When you create a new item this way, the vendor cost does not autofill. This is expected: the line you are mapping is the case, which is set up as the purchasing size (Purchasing Item), so you enter the vendor price on that purchasing size as part of item setup rather than having it pre-populate.
PREREQUISITES
Before you begin, confirm the following:
• You have the Invoice Staging and Invoice Staging Editor - Edit permissions.
• A staged invoice has been processed and is open in the Staged Invoice Editor.
• You have the vendor's invoice copy on hand to confirm the purchasing size, pack, and price for the new item.
Note: Create a new item only after confirming the line item does not already exist in your inventory. Search for the item first; creating a duplicate makes reporting inconsistent. If a match exists, assign it instead. See Process Unmapped Items in Invoice Staging. |
STEP BY STEP
Start item creation from the unmapped line
1. In the Staged Invoice Editor, locate the line item listed as Unmapped under the YD SKU column.
2. Click anywhere on the row to select the item, then select Assign Item.
3. Select Create New Item.
Enter the item details
Follow your standard item setup practices, completing the required fields on the F&B Details tab:
1. Description — enter the name used for the item throughout Yellow Dog (for example, group and description format).
2. Level — assign the item to the appropriate level (for example, FOOD – DAIRY).
3. Reference — enter size or pack details (for example, CS = 12 bottles).
4. Size — set the base unit in the Size dropdown, just as you would when creating any item. The base unit is the on-hand (parent) unit of measure that all other sizes convert back to.
Next, add the purchasing size under How is this item ordered or received? so the invoice line has a size to map to:
5. Purchasing Item — select to create the purchasing size that matches the invoice.
6. Size — set the purchasing size (for example, CASE).
7. Reference — enter the size and pack details for the purchasing size (for example, 12/12 oz bottles).
8. Conversion — enter how many base units are contained in the purchasing size.
9. Vendor — select the primary vendor the item is purchased from.
10. Vendor PN — enter the part number the vendor uses to identify the item. This is required for product matching with Invoice Staging.
11. Vendor Price — enter the price of the purchasing size. This does not carry over from the invoice automatically, so enter it here.
Save and map the invoice line
1. Select Save and Close.
2. Back in the staged invoice, select the newly created purchasing size to map the invoice line to.
3. Confirm the new item now appears mapped on the staged invoice line, with the new item shown under the YD SKU column in place of Unmapped.
Note: Additional options, such as count sheet assignment, can be added to the item later. They are not required to map the invoice line. |
BEST PRACTICES
• Search for an existing item before creating a new one. Creating duplicate items makes reporting inconsistent and adds maintenance.
• Follow your naming convention so the item is easy to find later.
• Confirm the Vendor PN and vendor size abbreviation are correct so future invoices from this vendor map automatically. See Set Vendor Size Abbreviations.
• Verify the conversion value. An incorrect conversion breaks inventory depletion and reporting.
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Last reviewed: June 2026 · Applies to: Yellow Dog Inventory 2026