Yellow Dog Software F&B INVENTORY MANAGEMENT Implementation Training Guide
Session outlines, resources, and on your own tasks for all implementation training modules. Use this guide to navigate key areas of Yellow Dog Software at your own pace. This guide contains outlines, links, and on your own tasks for each implementation training session. Use the table of contents to jump to the module most relevant to your current focus. MODULES COVERED 8 Sessions |
Training Modules
Eight implementation training sessions covering setup, item creation, purchasing, physical inventory, reporting, and system maintenance. Each module includes an outline, resource links, and on your own tasks to complete between sessions.
1 Basic Navigation & System Setup ~2 hrs Log in, navigate the software, configure system accounts, vendors, levels, and create employees. |
2 Item Creation ~30 min Create and configure inventory items, item editor tabs, views, filters, and naming conventions. |
3 Batch Recipes & Batch Item Creation ~1.5 hrs Create and manage batch recipes, production recipes, and inventory items for prepared products. |
4 Count Sheets & Mobile ~1–2 hrs Set up mobile apps, build count sheets, and create counting sessions via YD Mobile and Count XL. |
5 Physical Inventory ~1 hr Create and commit full physical inventories and cycle counts, review variances, and import sessions. |
6 Invoice Staging ~1 hr Process staged invoices via Retriever or EDI, map items, create new items, and convert to invoices. |
7 Purchasing Overview ~45 min Full suite of purchasing documents: requests, POs, receipts, invoices, transfers, and returns. |
7b Item Movement — Transfers, manual adjustments, PAR workflows, and auto-zero configuration for item movement. |
8 COGS Reporting & POS Mapping ~30 min Assign COGS departments, map POS recipes, and run food cost reports. |
9 Reporting Module — Navigate standard and saved reports, schedule delivery, and configure relative date ranges. |
10 Maintaining Your YD System ~1 hr Identify and resolve duplicate, misconfigured, and outdated items. Use Watchdog and alert reports. |
1 Basic Navigation & System Setup ~2 Hours |
After this session, users should be able to log in and navigate Yellow Dog, set up system accounts, vendors and levels, and create employees. Users should have a basic understanding of modules in the software and where to find them. |
System Navigation Intro
– Start-up prompts: Items with no Vendor Price; Items not on a Count Sheet
– Top Task Bar — Change Password / Password Recovery, Refresh Data / Recalculate Costs, Theme, Help Menu
– On-Form Help
– Database Information Bar (bottom of screen) — Cost Method, Client ID, Current User, Current Version
– Left-Hand Navigation — Home, Item Management, Purchasing, Physical Inventory, Reports, Common Setup, System Setup
Common Setup
– Levels — up to four tiers; Create new (Level 1 must be available to stores); Cannot remove levels with items assigned; Levels can be moved/merged (cannot unmerge); Interfaces for COGS and Inventory Accounts
– Vendors — Create, Edit, Remove, Inactivate; make available to stores; Vendor Products, Contacts, Attributes, Vendor Mappings
– Dimensions — Dimension 1 is always size; additional dimensions can be created
– Attributes — Text, Boolean, Date/Time, Options; applies to Items, Recipes, Vendors, Stores
– Recipe Types — Batch, Sandwiches, Grab & Go, Beer/Wine Pours, Cocktails
– Production Groups — groups responsible for making a recipe
System Setup
– Accounts — Manual Adjustments, Invoice Expenses, Return to Vendor, COGS Reporting, Inventory Accounts (GLs)
– Interfaces — set COGS and Inventory Accounts to items; configured at level
– Print Templates, PO Approval Setup, Stores configuration
– Options — Fonts, Labels, Thresholds
– Employees — Name, Employee Number, Password, Store access, Permissions
– Employee Groups — Set permissions/stores, add users to groups; users inherit permissions; users should not be in more than one group
SYSTEM NAVIGATION
Overview Video · Launching & Logging In · Inventory Item Views · Right-Click Features · Additional Navigation · Navigation Guide · F&B User Manual
VENDOR SETUP
Vendors Overview · Create New Vendors · Importing Vendors · Vendor Setup for Retriever · Vendor Setup Guide · Vendor Attributes
EMPLOYEE SETUP
Security · Password Recovery · Employee Groups · Employee Options & Roles · Creating an Employee · Permissions Manual
COMMON SETUP
Levels Overview · Dimensions Overview · Manage Levels · Create Dimensions · Attributes · Create COGS Accounts · Manual Adj. Accounts
★ ON YOUR OWN Estimated Time: 2 Hours Your Project Manager will check in to confirm your team’s progress. Delays in completing tasks can affect the project schedule. • Log in and navigate Yellow Dog • Levels — Create additional levels as needed • Vendors / Vendor Mappings — Add additional vendors as needed • Additional Dimensions — Add as needed for your operation • COGS Department creation and assignment • Inventory Account creation and assignment • Manual Adjustment Accounts — Create accounts for waste, damage, etc. • Create employees and employee groups |
2 Item Creation ~30 Minutes |
| Users should be able to create new inventory items, navigate the item editor, and understand views, filters, and right-hand commands in the Inventory Items screen. | ||
Inventory Items Screen – Views — Standard, Classic, Classic FnB, Purchasing Eligible Sizes, Count Sheets, Ingredients, Recipe/Kit/Batch Items Only, Parent/Child – Filters — Store, Levels, Vendors, Other Options – Search — Delay Data Fetch; Special Operators: |, and, or – Include Inactive/Removed Items – Sorting and Adding/Removing Columns – Hyperlinks – Right-Hand Commands — Create New, Edit, Remove, Adjust On Hand, Create New Based On, Item History Report, Edit Base Unit, Make Items Unavailable to Store – Right-Click Functions |
| Item Editor Tabs – F&B Details — Description, Store assignment, Size, Base Unit Approach, Purchasing Items 1 & 2, Recipe ingredient setup, Weight/Volume – Stores — Store availability, PARs, Reorder Points, Max Capacity, Manual Adjustment – Add Child Item — Set Size, Set Conversion, Purchasable size, Vendor Price, Vendor PN – Size Behaviors — POs, Transfers, Manual Adjustments, Physical Inventories, Recipes – Vendor Products — Add Another Vendor, additional vendor products for different brands/pack sizes – Count Sheet Assignments – Other Details, F&B Other, Create Kit or Recipe – Attributes, Dimensions, Additional UPCs, Pictures, Item Reports, Interfaces | |
ITEM EDITOR RESOURCES
F&B Details Tab · Stores Tab · Size Behavior · Vendor Products · Count Sheet Assignment · Other Details · Dimensions · Attributes · Additional UPCs · Pictures · Item Reports · Merging Items · Interfaces
★ ON YOUR OWN Estimated Time: 30 Minutes • Create 10–15 items in Yellow Dog. Ensure all relevant information is added to each item. Remember to be consistent with naming conventions, case settings, and item structure across all items you create. |
Reference Document
The Inventory Item Type Reference Guide provides detailed standards for item creation, naming conventions, and setup for all eight item types. Use this alongside Session 2 training.
Embedded Reference: YD Inventory Item Type Reference Guide Refer to the separate Inventory Item Type Reference Guide document, which covers all eight F&B item types (Standard Case, Standard Each, Catchweight, Item Family – Base/Non-Base, Reverse Item Family, Recipe/Kit, and Yielded Items) along with naming conventions and a setup checklist. |
3 Batch Recipes & Batch Item Creation ~1.5 Hours |
| Users should be able to navigate the Recipe module, create batch and production recipes, and build inventory items for prepared products that will be counted in physicals. | ||
Recipe Module – Filters — Recipe Type, Status, Store – Right-Hand Commands — Create New, Edit, Remove, Create New Based On, Print, Reprocess Sales – Create New Recipe — Description, Recipe Type, Active/Inactive, Store Costs – Add Ingredient Items — Item Lookup, include all items you have access to – Add Ingredient Recipe — use existing recipes as sub-components (avoid recursive) – Columns — SKU, Item, Size, Count, UOM, Calculated Cost, Extended Calculated Cost – Costing Tool — Total Cost, Target Cost %, Minimum Price, Actual Price – Yield / Used By, POS Items, Kit Items, Notes, Instructions, Pictures, Links, Recipe Attributes |
| Batch Item Creation – Create new item — Assign level/vendor (in-house, batch/production); Vendor price not necessary; Weight/volume from recipe yield – Kit/Recipe — Select Kit/Recipe; Choose recipe to attach – Set Behavior: ◦ Production Recipe — Requires manual adjustment; ingredients deplete immediately; item holds its own on hand ◦ Batch Recipe — No manual adjustment required; ingredients deplete as other recipes use this item; item does not hold its own on hand | |
Batch items should be created when the batch needs to be counted in a Physical Inventory. If the batch will not be counted, no item needs to be created — the recipe can be used in other recipes (nesting). |
RECIPE & BATCH ITEM RESOURCES
Navigating Recipes · Recipe Overview · Recipe User Guide · How to Create Recipes · Item Config for Recipes · Batch Item Creation · Batch Recipes · Production Recipes · Batch Items in Physicals · Tracking Prepped Items · Recipe Behavior Flow Chart
★ ON YOUR OWN Estimated Time: 1.5 Hours • Create batch recipes for prepped products used in your operation. Create inventory items for prepared items that will be counted during physical inventories. |
4 Count Sheets & Mobile ~1–2 Hours |
| Users should be able to set up mobile apps, create count sheets, and create counting sessions via YD Mobile or Count XL (handheld scanners). Sessions do not update inventory until brought into a Physical Inventory. | ||
Mobile App Setup – Use Google Play to download YD Mobile and Count XL – Log in with Client ID, Username, Password — users must have API access Count Sheets – Filter by Store; Search by Description; Include items in search – Right-Hand Commands — Create New, Edit, Remove, Print, Create New Based On, Sort, Create Session, Create Physical – Create New — Select Store; Description; Add Items via Item Lookup or Add Items From (Item Lists, other Count Sheets, previous physicals) – View Item, Remove, Placement arrows, Sort, Drag and Drop, Add Flags, Add Levels, Create Item List, Print Counting Sessions – Statuses — Created in YDI, Active, Finalized, Recount, Expired, Processed – Create New manually — Select Store; Add items; Input counts in Counted column – Session Description should include: user initials, date, brief description |
| YD Mobile Counting – Create a session — Log in, Select Store, Counting Sessions, use + to create new – Input Description (initials, date, description); Select a Count Sheet – Progress Donut — items counted / at 0 / not counted – Select item to enter count — decimals allowed; simple math in calculator; auto-advances to next item – Utility Tray — add items not on count sheet, camera scan, handheld scanner, item lookup, add items from – Save session (floppy disc) — uploads counts, status: Active – Finalize — status: Finalized; ready for Physical Inventory – Force Recount — sends sessions back to app for corrections Count XL (Handheld Scanning) – Log in; Session Description; Store Selection; Items download – Scan item — enter count — press enter; scan multiple items then count – Press and hold a line to edit or delete a count – Magnifying glass for manual item lookup – Barcode not accepted — update item in YDInventory, select Update Items – Finalize — cloud upload button; status: Finalized | |
SETUP & COUNT SHEETS
Google Play Signup · Checking for Updates · Locating Client ID · Grant API Access · Counting Approach Video · Create a Count Sheet
YD MOBILE
Home Screen Overview · Inventory Items · Camera Scan · YD Mobile Counts · Manual Adjustments · Requests · Transfers · PO Arrival · PO Receiving
COUNT XL
Count XL Video · Count XL Manual · Count XL Overview
★ ON YOUR OWN Estimated Time: 1–2 Hours • Create count sheets for all locations you will count. Create a counting session for each counting method you plan to use. |
Note: Count sheets and counting sessions do not update or adjust inventory on their own. |
5 Physical Inventory ~1 Hour |
| After this session, users should be able to create and commit a full physical inventory using sessions created in Yellow Dog, review counts for correctness before committing, and create cycle counts for spot checks. | ||
Physical Inventories Module – Filter by date, store, committed status – Create new Full Physical — includes all items in the selected store – Edit Physical Inventory, Remove Physical Inventory – Create New Cycle Count — does not set the closeout date – Uncommit Physical Inventory — requires permissions; within seven days Create a Full Physical – Select Store; acknowledge open purchasing documents – Physical Number, Description, Effective Date/Time (becomes closeout date) – Filters — Sort by, Find, Show only items with no counts / with variances – Right-Hand Commands — Add Items, Add Items From, Remove Items, Import Counts from Session or File, Remove Session, Edit Item, Item History Report, Add/Rename/Remove Columns, Update Totals – Columns — Child Items Counted, Recipes Counted, Previous On Hand, Variance – Review physical: filter to items with no counts, filter to items with variances, Print Worksheet, Reports (Resulting on Hand) – Commit Physical Inventory — mark sessions as Processed |
| Create a Cycle Count – Used when not all inventory is being counted – Does NOT set the closeout date – Choose items — all items in store, from count sheet, from session, from file, from item list – Choose counts — from session, from file – Ensure “This physical is a cycle count” checkbox is checked – Commit — counted quantities become new on hand; non-counted items set to zero Key Rules – Only one user can edit a physical at a time — locked physical article – Do not edit item family configurations during the physical process – Perform one full physical per store — multiple physicals overwrite, not add – Investigate variances when using recipes or transfers to deplete inventory | |
PHYSICAL INVENTORY RESOURCES
Full Physical Overview · Creating a Physical · Investigating Variances · Add Sessions via File · Create a Cycle Count · Cycle Count vs. Full Physical · Why Can't I Uncommit? · On Hands Didn't Update · Session Already Processed? · Effective Date & POS · End of Month Checklist
★ ON YOUR OWN Estimated Time: 1 Hour • Count a set of items and create a physical inventory in Yellow Dog. Add your counts to the physical and review for correctness. Do not commit the physical. |
6 Invoice Staging ~1 Hour |
| After this session, users should be able to process invoices via the Invoice Staging area. Invoices will be uploaded for Retriever users, or come in automatically via an EDI integration. Users should know how to map invoice items to existing items in their database, or create new items as needed. | ||
Permissions & Setup – Permissions required — Invoice Staging, Remove, Send to Third Party (Retriever), Editor, Remove Lines, Allow Converting without Linked PO – System Settings — Fallback Email for staged invoice notifications – Stores — Email Address for Staged Invoices; Email Address for Staged Invoice Questions; invoice email address in Store Editor notes – Common Setup > Vendors & Manufacturers — Vendor Mappings: Set Size Abbreviations; Set abbreviations button must be checked; Vendor does not provide size information Invoice Staging Module – Statuses — Submitted, Ready, InProcess, ConvertedOpen, ConvertedCommitted, Removed – Commands — Edit Staged Invoice, Remove Staged Invoice, Recover Staged Invoice, View Converted Invoice – Send New Invoice — Upload a PDF to run through Retriever; does not work on Mac or Web Access – View Original — not available on Mac/Web or for EDI invoices – Manage email permissions — opens Balto to add approved senders |
| Edit a Staged Invoice – Choose store and vendor; Header Information – Link to PO — link invoice to an existing PO in Yellow Dog – Invoice Items — matched on Vendor PN and size abbreviation; unmatched items need manual mapping – Items turn red if vendor cost exceeds the configured threshold – Right-Hand Commands — Assign Item, View Item, Remove Line, View all Items, Edit Line, Remove Assignment, Add Line Item, Mark as Expense – If item exists — Find item, select Next or double-click; add invoice details to Vendor Products; choose Create new Vendor Product or Copy details – If item does not exist — Create New Item; choose level; item editor opens with invoice info; set base unit and purchasing size; save and close – Review expenses — link to invoice expense accounts – Check totals — assigned expenses, mapped total, difference; acknowledge differences – Bottom Commands — Save, Save and Close, Convert to Invoice, Send Email, View Original, Links Converting to Invoice – Invoice opens automatically when staged invoice is converted – Check for correctness; input Invoice Amount at the top – Commit invoice — on hands update, new costs captured | |
SETUP RESOURCES
Overview Video · Security Setup · Vendor Configuration · Store Configuration · Invoice Staging Navigation · Vendor Approvals · Submitting Invoices · Submission Confirmation · Excel Invoice Submission
PROCESSING RESOURCES
Invoice Staging Guide · Staging Workflow · Staging Features · Full Guide Video · Create an Invoice · Uncommit an Invoice · Catch Weight Items
★ ON YOUR OWN Estimated Time: 1 Hour • Process five staged invoices that have been sent through Retriever or received via EDI. Map items to existing inventory items or create new items as needed. Do not convert the invoices to final invoices. |
7 Purchasing Overview ~45 Minutes |
This training outlines the full suite of purchasing documents in Yellow Dog. Users should determine how they will manage purchasing in the software prior to go-live. Purchasing documents are built similarly, making it easy to add new document types to your workflow in the future. |
| Things to consider before go-live: Will you use PARs and Reorder Points? Which purchasing documents will your team use? Who can create, commit, and uncommit documents? Configure permissions accordingly. | ||
Requests – Used to indicate product that needs to be ordered or transferred from another store – Can be converted to Purchase Orders or Transfers – Create New Request — Select store; Document Information (type, number, reference, description, need by date, instructions, notes); Add Line Items; Add Items From (Sales, PARs, count sheets, sessions, item lists) – Request Type — product to be purchased or transferred – Commit Request — print or email request notification – Requests can be created in YD Mobile Purchase Orders – Used to indicate what product will be ordered from a vendor – Can be converted to Receipts or Invoices – Create New PO — Select store and vendor; Document Information; Add Line Items; Add Items From; Right-Side Commands; Bottom Options – Pre-Allocate to Stores — when converted, users prompted to transfer – Commit PO — Email to Vendor directly from Yellow Dog – Cancel a PO; Create PO Based On Receipts – Used when product is received with a packing slip and invoice comes later; updates on-hand quantities – Can be converted to Invoices or Transfers – Create New Receipt — Select store and vendor; Prepaid Checkbox; Add Line Items; Commit |
| Invoices – Used to receive product into inventory; adjusts on hands and triggers cost calculation – Can be converted to Transfers – Create New Invoice — Select store and vendor; Committed date (can backdate); Add Line Items; Report Options – Uncommit Invoice — within seven days with permissions – Change Commit Date — backdate invoices Transfers – Used to move product from one Yellow Dog store to another – Create New Transfer — Select issuing and receiving stores; items must be available to both stores – Issue Transfer — product has left issuing store; users prompted to accept – Accept Transfer — moves on-hand quantities to receiving store; lesser amounts report as shortage – Transfers can be created in YD Mobile Return to Vendor – Used to remove product from inventory and reverse cost calculations – Cannot be converted to or from other documents – Credit memos can be brought into staging area via Retriever – Create New RTV — Select store and vendor; Accounting (reason for return); Expected Arrival Date; Add Line Items; Commit – Uncommit within seven days with permissions | |
GENERAL & REQUESTS
Purchasing Flow · Add Items From · PO-RC-IN Reports · Round & Remove Zero Quantities · Converting Documents · Fill to PAR · Request Overview · Mobile Requests · Create New Request
PURCHASE ORDERS, INVOICES & TRANSFERS
Create New PO · Create PO Based On · Cancel a PO · Email PO to Vendor · Pre-Allocate to Stores · Create New Receipt · Create New Invoice · Invoice Overview · Uncommit Invoice · Deposits/Returns · Create New Transfer · Mobile Transfers · Create New RTV
★ ON YOUR OWN Estimated Time: 45 Minutes • Create a test document for all of the purchasing documents you plan to use in Yellow Dog. If planning to use multiple document types and convert between them, go through the conversion process. Indicate all test documents with TEST or EXAMPLE in the description field. |
7b Item Movement |
| Workflow will determine how product moves in Yellow Dog. Requests, Transfers, and manual adjustments can be used to move product in or out of stores. PARs can be used to facilitate the request and transfer of product. | ||
Manual Adjustments – Used to move product out of a store — waste, damage, theft, etc. – Can also “transfer” product to a non-Yellow Dog location (e.g., Housekeeping, Banquets) – Manual Adjustment Accounts must be created — System Setup > Accounts > Manual Adjustment Accounts; set Affects COGS – Create adjustment from Inventory Items Screen, from Item Editor, or from Manual Adjustment Module – Use Adjust column (negative for waste/damage) or New On Hand column – Select Accounting dropdown for adjustment account; add Reference – Remove Manual Adjustment — within seven days with permissions – Change Commit Date — backdate adjustments – YD Mobile Manual Adjustments |
| Special Workflows – PAR Workflow — All items must have PAR levels and Reorder Points configured; use Add Items From PARs on Requests and Transfers; relies on item depletion from Yellow Dog (sales, recipes, adjustments, transfers) – Auto Zero — configured in Interfaces; can be set per store, level, or individual item; overnight manual adjustment brings on hand to zero; select a manual adjustment account for the setup | |
Manual Adjustments should be performed regularly — daily to weekly is best practice. All manual adjustments for a period should be entered prior to a physical inventory to ensure correct reporting. Run manual adjustment reports using Saved Reports 541–543, or Standard Reports > Inventory > Adjustments. |
8 COGS Reporting & POS Mapping ~30 Minutes |
| After this session, users should be able to assign COGS Departments to inventory items and POS items, report on items missing COGS assignments, run food cost reports, and map recipes to items sold at the POS. | ||
COGS Module – COGS = Beginning Inventory + Purchases – Ending Inventory – Food Cost = COGS ÷ Revenue – Food cost reporting achievable with no recipe depletion – COGS Categories provide more granular cost reporting (similar to Inventory Accounts but only used in food cost reporting) Create COGS Departments & Categories – System Setup > Accounts > COGS Reporting – Create New Accounting Code — give department a description; add categories under it (e.g., Dept: Food, Cat: Protein) – Categories must match an existing department Assign COGS to Inventory Items – Assign via Interfaces tab — System Setup (global), Levels (all items in level), or Item (specific item) – Items inherit accounts from broader settings; can be overridden individually COGS Reporting Requirements – Two Physical Inventories (starting and ending) – Purchasing (invoices and transfers entered regularly) – Waste Adjustments (manual adjustments for waste = accurate cost of goods sold) – Food Cost by COGS Department/Category — Standard Reports > F&B > Food Cost > COGS Reporting |
| POS Item Map – Where all sales received from the POS populate – Filter by store; checkboxes to hide already-mapped items; Automatically Select Matching Rows (deselect if POS numbers are reused across stores) – Assign COGS departments to POS Items using ellipses in the COGS Department column – Categories not available in POS Map — most menu items span multiple categories – Multi-select: click and drag or CTRL+click; use Set COGS Account command Creating & Mapping Recipes – Create New Recipe — add ingredient items; set UOM and quantity; see total cost; use cost percentage tool – Map Recipes in POS Map — deplete inventory as product is sold; 1-way POS integrations send sales once per day – Recipe Count column — multiply entire recipe (e.g., single vs. double shot; regular vs. large) – Ingredient columns — use for 1:1 items (bottles, cans, water); click ellipses in Ingredient 1 column; choose correct each (not case) Actual vs. Theoretical Reporting – Requires 100% recipe buildout to be accurate – Theoretical = what should have depleted based on sales of attached recipes – If no recipe attached, theoretical usage will not calculate – Recommended: create all recipes first, then attach at a set time so depletion begins together | |
COGS & POS MAP RESOURCES
COGS Overview · Why Are COGS Important? · Create COGS Accounts · Create & Set COGS Accounts · Food Cost Reporting · Actual vs. Theoretical · POS Item Map Overview · Mapping Recipes
★ ON YOUR OWN Estimated Time: 30 Minutes • Create and assign COGS Departments/Categories to all items in the inventory, if not already completed. Use Inventory Levels to set departments in bulk. • Run Standard Reports > F&B > Food Cost > COGS Reporting > Inventory Items with No COGS Account to ensure all items have a COGS account assigned. • Run Standard Reports > F&B > Food Cost > COGS Reporting > POS Items with No COGS Account to see items that have sold with no COGS department assigned. (Note: This report will not generate data if no POS integration has been configured.) • Assign COGS Departments to sold items in the POS Item Map. |
9 Reporting Module |
| After this session, users should be able to navigate and generate reports in Yellow Dog, save reports that can be run with saved configurations, and have them sent on a schedule to target recipients. | ||
Standard Reports – Report Folders — Accounts, Employees, F&B, Inventory, Lists, Physical Inventory, Purchasing, System, Troubleshooting – Use Search to find specific reports; ticker shows what the report will generate – Filtering options — Date/Time, Relative Date Ranges, Stores/Levels/Vendors/Dimensions – Physicals have effective date and time — reports must be generated after the effective time – Generate — report screen can be minimized while running – Change columns, sorting, and grouping — sort up to three columns; Group by first sort for subtotals – Export (Excel raw or formatted, .csv, .pdf, Outlook) or Print Relative Date Ranges – Create custom reporting ranges (Q1, Q2, Fiscal Year, etc.) – Appear in the date range dropdown when running reports – Log out and back in after creating for visibility |
| Saved Reports – Search for specific reports; default saved reports most used – Default description is the folder path — recommend renaming for easy lookup – Choose a relative date range to avoid generating the same data every time – Right-Hand Commands — Execute, Rename, Remove Saved Report – When generating, can save the template again (create new or overwrite) Send Saved Reports – Schedule reports to run at selected times — select report, click Edit Send Saved Reports – Select recipient email, day(s) of week or month, time(s) of day, format – Saved reports will need to be scheduled by your implementation guide on the Yellow Dog servers as well Commonly Used Reports – EOM Reports – COGS Reporting – Waste – Summary by Period – Purchasing Summary – Product Mix – Watchdog | |
REPORTING RESOURCES
General Reporting · Reporting Percentages · Applied vs. Calculated Cost · Standard Reports Index · Create a Saved Report · F&B Saved Reports Manual · Generate a Saved Report · Send Saved Reports Overview · Schedule Saved Reports
★ ON YOUR OWN Estimated Time: — • Generate several reports that you will frequently run in Yellow Dog. Save a report using a relative date range that can be run at any time. Determine which reports will need to be emailed regularly and note them for scheduling with your implementation guide. |
10 Maintaining Your YD System ~1 Hour |
| Users will need to maintain their system for accurate reporting and inventory valuations. This module outlines how to identify items that need reconfiguration, system settings that need to be adjusted, and how to find duplicated or outdated items. | ||
What to Look For – Duplicated Items — most frequently created during invoice staging; substitute brands should be assigned to the existing item; always check for an item's existence before creating new – Incorrectly Configured Items — incorrect/missing dimensions, vendors, levels; recipe items with incorrect behavior; incorrect parent/child setup; $0 vendor cost – Outdated Items — old/unused items create confusion when purchasing and receiving – Outdated/Unused Vendors & Levels — remove to decrease confusion and errors – Stores Missing Sales — uncaptured sales affect food cost reporting – Uncommitted Purchasing Documents — do not adjust on hands; vital for actual usage calculation Watchdog Report – Run from Home module or Standard Reports > Troubleshooting; also configured as a saved alert report – Scans inventory for common problems, organized by severity – Items can be edited directly from the Watchdog screen – Common issues — 1:1 parent/child relationships, store availability differences, duplicated UPCs, negative on hands, missing vendor SKUs, recursive recipes, level availability vs. item availability, uncommitted purchasing documents – Run Watchdog regularly — especially before a physical inventory |
| Alert Reports & Troubleshooting – Alert Reports (Saved Reports) — Negative On Hand, Immediate Action Required, No COGS Set (Inventory Items / POS Items) – Troubleshooting Reports — Items Active Since, Unused Items by Dept/Category, Stores Missing Sales – Run alert reports before every physical count How Frequently to Review – Item configuration — before each physical (during count sheet review); do not edit items during the physical process – System-wide review — quarterly to bi-annually; perform cleanup after a physical, not during – Be aware that removed levels/vendors still appear in historical reports – Levels to be removed cannot have items assigned; items must be moved first; merging of levels cannot be undone – Vendor review — quarterly; items from vendors to be removed must be reassigned | |
Why does this matter? Duplicated items cause incorrect depletion when recipes are used. Incorrectly configured items affect reporting, counting, and purchasing. Items with no cost add no value to inventory valuations. Outdated items create clutter users must sort through daily. |
SYSTEM MAINTENANCE RESOURCES
Watchdog Overview · How to Use Watchdog · Watchdog FAQ · F&B Saved Report Manual · Base Unit Reference Guide · F&B Core Features Manual
★ ON YOUR OWN Estimated Time: 1 Hour • Run the alert reports configured in Yellow Dog and review results. Schedule useful reports to be run and sent on a schedule — coordinate with your implementation guide to have these set up on Yellow Dog's servers as well. |