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Invoice Staging is a review and preparation step for imported vendor invoices before they are fully entered into your inventory. Once you review and finalize a staged invoice, it is converted into an invoice, then committed, updating your inventory and expense records.

Think of Invoice Staging as a quality control checkpoint for your invoice processing.

It allows you to:

•      Edit or clean up invoice details.

•      Match invoice lines to inventory items.

•      Mark expenses.

•      Link to open purchase orders (if applicable).

🎬 Video: Invoice Staging Overview (2 mins)

Invoice Staging offers several key benefits:

Saves time

•      Reduces manual data entry with built-in optical character recognition (OCR) that automatically extracts key data from invoices.

•      Allows upload of invoices quickly through multiple submission channels.

Improves accuracy

•      Captures key invoice data accurately using OCR, minimizing manual entry errors.

•      Allows you to review and correct invoice details before they are committed.

Invoices can be submitted to Invoice Staging via a subscription to Retriever or an EDI Integration.

Retriever

Retriever: An add-on service designed to simplify and modernize invoice management for hospitality businesses. It allows users to submit invoices for upload into Yellow Dog Inventory, reducing manual data entry and human errors. Benefits include:

•      Flexible Upload Options: Submit invoices via email forwarding, mobile capture, or manual upload.

•      Automatic Data Extraction: OCR technology extracts key details from approved vendor invoices, eliminating manual entry.

•      Accessibility: Users can upload invoices on desktop and the YD Mobile app.

EDI Integrations

EDI Integrations: Enables direct transmission of vendor invoices to Yellow Dog for seamless import. Invoices are automatically uploaded after being sent by your vendor at set synchronization times.

🎬 Video: Invoice Staging EDIs (2 mins)

The current approved EDI vendors are:

•      Ben E Keith

•      Cheney Brothers

•      Core-Mark

•      Fintech

•      GFS (Gordon Food Service)

•      PFG (Performance Food Group)

•      Ottimate

•      Reinhart FoodService

•      Shamrock Foods

•      Sysco

•      Sysco Canada

•      US Foods

The Invoice Staging setup involves tasks for both Yellow Dog and client administrators.

During implementation or after upgrading to Yellow Dog Inventory version 377 with a contracted EDI or Retriever subscription, a Yellow Dog team member will complete these steps:

•      Grant Invoice Staging Access to Admins: Yellow Dog will provide access to the Invoice Staging module to Admin Users.

•      Configure Fallback Email: A fallback email address will be requested and configured to receive alerts about invoice processing errors.

•      Add Invoice Staging Email Address: The email address for sending invoices for processing will be added to the Store Attribute tab of the Store Editor.

If any errors occur in invoice upload, a designated user will be sent an email notification.

The email address used to email invoices for processing will be saved on the Store Attributes tab of the Store Editor.

An Admin user is responsible for completing the following setup tasks:

☐   Assign Employee Access Permissions

☐   Configure Staged Invoice Notifications

☐   Setup Email Processing Allow List

☐   Set Vendor Size Abbreviations

☐   Add Vendor URLs

☐   Set Invoice Staging Thresholds

Assign Employee Access Permissions

Ensure that the correct team members can access and use the Invoice Staging module based on their role.

Why it matters: With proper permissions, users can process or manage staged invoices, preventing delays in invoice handling and workflow gaps.

🎬 Video: Assigning Invoice Staging Permissions (1 min)

To grant users access to the Invoice Staging module:

1.    Go to System Setup > Employees > Employee Groups.

2.    Highlight the Employee Group that should have access and select Edit Employee Group.

3.    In the search field, type Invoice Staging and assign the necessary permissions based on the group's role.

Figure 1

Employee Group Editor showing Invoice Staging permissions.

Invoice Staging Permissions

•      Invoice Staging: Grants access to the invoice staging module.

•      Remove Staged Invoices: Allows users to remove staged invoices.

•      Send New Staged Invoices to Third Party: Allows users to send PDF versions of invoices for processing (Retriever subscription required).

•      Invoice Staging Editor - Visible: Allows users to view staged invoices.

•      Invoice Staging Editor - Edit: Allows users to edit staged invoices.

•      Remove Lines: Allows users to remove line items in staged invoices.

Configure Staged Invoice Notifications

Configure notifications so that key personnel are alerted when new invoices are ready for review or questions from team members are submitted.

Why it matters: Notifications improve response time, accountability, and coordination during the invoice processing workflow.

🎬 Video: Staged Invoice Notifications (3 mins)

To set up notifications for staged invoices:

1.    Go to System Setup > Stores > Stores.

2.    Highlight the store you want to edit and click Edit Store.

3.    Under the Email Addresses tab:

a.     In the Email Address for Staged Invoice Notification field, enter the email addresses of users who should receive new invoice alerts.

b.     To enter multiple addresses, separate them with commas (,) or semicolons (;).

c.      In the Email Address for Staged Invoice Questions field, enter the email address of the person(s) who should be contacted for questions about staged invoices.

4.    Click Save and Close.

Figure 2

Email Addresses tab in the Store Editor where you will enter email addresses for Staged Invoice Notifications and Staged Invoice Questions.

Setup Email Processing Allow List

Define which email addresses are authorized to submit invoices.

Why it matters: Limiting submissions to approved sources reduces errors and security risks.

To authorize users to submit invoices via email:

1.    Go to Purchasing > Invoice Staging and select Manage Email Permissions.

2.    Enter your Client ID (six digit code found at the bottom right of your Yellow Dog Inventory) and click Submit.

3.    When the Balto website launches, enter your Yellow Dog username and password, then click Submit.

4.    Select Configure under Invoice Staging Configuration.

5.    Click Add and choose either Add Single Email or Add Bulk Email depending on your needs.

6.    Enter the email addresses to approve, then click Add.

a.     You'll return to the Email Processing Allow List page, where you can verify that the approved addresses were successfully added.

Figure 3

Email Processing Allow List page displaying the list of allowed emails.

Set Vendor Size Abbreviations

Set up abbreviations to match vendor invoice sizes to internal inventory items.

Why it matters: Accurate size mapping reduces manual corrections, improves data consistency, and streamlines invoice processing.

Step 1: Identify Vendor Size Abbreviations

To identify the size abbreviations used by a vendor:

1.    Go to Purchasing > Invoice Staging.

2.    Highlight an existing staged invoice from the vendor and select Edit Staged Invoice.

3.    In the Invoice Items section, review the Size column.

a.     Make note of the exact spelling and format used for vendor size abbreviations.

You may need to review multiple invoices to capture all variations.

Figure 4

Staged Invoice showing the vendor abbreviations in the Size column.

Step 2: Set Vendor Size Abbreviations

🎬 Video: Set Vendor Size Abbreviations (1 min)

To enter vendor size abbreviations:

1.    Go to Common Setup > Vendors, highlight the vendor, and click Edit Vendor.

2.    Enter the vendor's size abbreviations in the Primary Abbreviation field.

a.     If the vendor uses multiple abbreviations for the same size, use the additional fields provided.

b.     If the vendor doesn't provide size information, check the This vendor does not provide size information box, then click Save and Close.

3.    Click Set All Abbr Codes to reprocess existing staged invoices, then click Yes, Proceed.

a.     After processing completes, a confirmation message appears.

Figure 5

The Vendor Mapping tab on Vendor and Manufacturer Editor where vendor size abbreviations are entered.

Add Vendor URLs

Add vendor portal URLs for easy access during invoice review.

Why it matters: Allows users to quickly launch the vendor's portal to view order histories and verify invoice details.

To add a vendor portal URL in Yellow Dog Inventory if available, follow these steps:

1.    Go to Common Setup > Vendors and Manufacturers.

2.    Highlight the vendor you want to edit and click Edit Vendor.

3.    On the Details tab, enter the vendor's portal address in the URL field.

4.    Click Save and Close.

Figure 6

The Details tab on the Vendor and Manufacturers Editor displaying the URL field where the vendor portal URL is entered.

Set Invoice Staging Thresholds

Set acceptable pricing variance thresholds for invoice review.

Why it matters: Thresholds help you flag potential variances and discrepancies between the vendor invoice and historical vendor price.

To configure invoice staging thresholds:

1.    Go to System Setup > Options > Thresholds.

2.    In the Invoice Staging row, check the Enabled box.

3.    In the Warning field, enter the percentage that triggers a warning.

4.    In the Requires Notes field, enter the percentage that requires users to provide an explanation for the variance.

 Figure 7

Thresholds module where Invoice Staging Thresholds are set.

There are several ways to import invoices into the Invoice Staging module in Yellow Dog Inventory.

EDIs

If you work with vendors who support EDIs and have purchased this integration, invoices from these vendors are automatically uploaded as staged invoices after they are received.

🎬 Video: EDI Invoice Submission (3 min)

Email

With the purchase of Retriever, you can send invoices as email attachments to a designated Yellow Dog Inventory email address. Invoices must be sent in PDF format, and only one PDF attachment is allowed per email. If you have a signature with a graphic, remove it before emailing, as it may delay processing time.

🎬 Video: Email Invoice Submission (3 min)

 Yellow Dog Inventory Upload

Users can upload invoice files directly from Yellow Dog Inventory if Retriever is purchased and the employee has the necessary permission.

🎬 Video: Invoice Upload Walkthrough (2 min)

To upload a PDF invoice file within Yellow Dog Inventory:

1.    Go to Purchasing > Invoice Staging and select Send New Invoice.

2.    Select the PDF file from its saved location on your computer and click Open.

Once the file is successfully uploaded, a Success notification will confirm the submission.

YD Mobile Upload

If you have purchased Retriever, you can scan or attach invoices for processing and importing into Yellow Dog Inventory using the YD Mobile app.

🎬 Video: YD Mobile Invoice Upload (2 min)

To submit invoices via YD Mobile:

1.    On the Home screen of YD Mobile, select Invoice Upload to begin.

2.    Select a method for uploading the invoice:

a.     Choose File: Upload a file stored on your device.

b.     Scan Invoice: Use your device's camera to take a picture of the invoice.

3.    After uploading the file or images, select Submit Invoice.

For more information, see the YD Mobile User Manual on the Customer Portal.

When a staged invoice is processed and imported, users set up to receive notifications are sent an email confirmation. Once you receive the notification, you may start processing the staged invoice.

🎬 Video: Staged Invoice Notification (1 min)

Figure 8

Example email notification displaying that an invoice is ready for review.

Once you open a staged invoice, review the header details to ensure you are processing the correct invoice.

🎬 Video: Staged Invoice Header (1 min)

To open a staged invoice:

1.    Navigate to Invoice Staging in Yellow Dog Inventory.

2.    Double-click the staged invoice to open the Staged Invoice Editor.

3.    Compare the invoice number, amount, vendor, and date against the vendor's copy of the invoice.

If you create Purchase Orders, linking a PO to a staged invoice allows you to verify that items match between what was ordered and what was received.

🎬 Video: PO Linking (1 min)

Linking a PO also completes the following actions within the Purchase Order:

·         Marks the PO as Invoiced via EDI.

To link a purchase order to a staged invoice:

1.    In the open staged document, under the Purchase Order Information section, select No POs Selected – Click Here to Link a PO.

2.    Click Link PO.

3.    Highlight the purchase order from the list and click Select.

4.    Verify that all items were mapped. Any unmapped items will have the description Unmatched Item in Purchase Order. If any items are not mapped correctly, follow the instructions under Process Unmapped Items.

Figure 9

Selecting No POs Selected — Click Here to Link a PO allows you to select an existing PO to link to the staged invoice.

Figure 10

Items labeled Unmatched Item in Purchase Order require invoice staging mapping.

Automatic PO Backlinking

In addition to manually linking a PO as described above, a staged invoice can automatically back-link to a related PO when all of the following are true:

•      The PO number is present on the supplied invoice.

•      The invoice is for the same vendor as the PO.

•      The invoice is for the same store as the PO.

When the vendor, store, and PO number all match, converting the invoice updates the PO's status to Invoiced via EDI.

This is a crucial step where you assign vendor products to your inventory items if any invoice items do not automatically match to an existing item.

To map an item:

1.    Identify any unmapped line items listed as Unmapped under the YD SKU column.

2.    Click anywhere on the row for the item and select Assign Item.

3.    Use the search bar to find the inventory item.

4.    Select the existing inventory item, or create a new one if needed.

5.    Click Select [Vendor PN] (for example, Select 2033003) to complete mapping.

Option 1: Select an existing item

1.    Highlight the item and click Next.

2.    Choose one of the following options:

a.     Create New Vendor PN: Select if no vendor product information is associated with the item, or if it is a new vendor PN.

b.     Copy Details Into Record: Select if vendor product information exists but does not have the Vendor PN listed.

Option 2: Create a new item

1.    Select Create New Item.

2.    Follow standard item setup practices except:

a.     Set the on-hand size in the Size dropdown to match the purchasing size from the invoice.

b.     Create an additional size for the base unit.

3.    Click Save and Close.

4.    Select the Count Sheet, then click Add.

When a vendor product should be treated as an expense instead of inventory, you must mark it appropriately.

🎬 Video: Mapping Expenses (1 min)

To mark a line item as an expense:

1.    Click any field on the line to select the item, then click Mark as Expense.

2.    After the item moves to the Invoice Expense section, click Link Expense.

3.    Select the appropriate invoice expense account, then click OK.

a.     If the correct account does not exist, click Create Expense to add a new expense account.

Once linked, the staged invoice will automatically recognize this expense in future uploads.

Once you have finished your review and all unmapped invoice items have been reviewed and mapped, click Convert to Invoice. For inventory on-hands to update, the converted invoice must be reviewed and committed.

After you convert a staged invoice, the final step is to review and commit it. You must complete this step for on-hands to update in inventory items.

To review and commit a converted invoice:

1.    Update the commit date, if needed. Set the commit date to the date the items were physically received.

2.    Verify invoice details match the vendor's invoice. Confirm line items, invoice totals, and expenses are accurate.

3.    Review the Price Changes column. Determine if any action is needed, such as contacting the vendor about pricing or finding a substitute item for large price changes.

4.    Click Commit.

🎬 Video: Invoice Commit from Invoice Staging (3 mins)

Regularly review the following report to ensure prompt invoice processing (recommended: weekly):

•      Report 619 – Staged Invoices not Committed: Review and commit all staged invoices that are not yet committed.

Navigating to Purchasing > Invoice Staging brings you to the Invoice Staging Module. Here you can view a list of all staged documents that have been imported along with key details.

🎬 Video: Invoice Staging Module Overview (4 mins)

Statuses

Staged invoice statuses make it easy to see how far each document has moved through the workflow. You will find this information under the Status column on the Invoice Staging Module.

🎬 Video: Invoice Staging Status Overview (2 min)

The statuses for staged invoices are:

•      Submitted: The invoice has been sent but has not yet finished processing.

•      New: The invoice has been received but not yet opened.

•      In Process: The invoice has been received and opened for processing.

•      Converted Open: The document has been converted to an invoice but not yet committed.

•      Converted Committed: The invoice has been converted and committed.

•      Removed: The staged invoice has been manually removed.

Stage Invoice Editor

After you select a staged invoice and click Edit Staged Invoice on the Invoice Staging Module, the Staged Invoice Editor opens.

🎬 Video: Staged Invoice Editor overview (2 min)

Stage Invoice Editor Sections

The five sections are:

•      Header: Displays store, customer number, vendor, and invoice status information.

•      Details: Includes invoice number, amount, and invoice date.

•      Purchase order information: Allows you to link purchase orders and compare ordered and received quantities.

•      Invoice items: Lists the items contained in the invoice.

•      Expenses: Displays any information marked as an expense.

Staged Invoice Editor Buttons

These buttons in the Invoice Editor help you complete related tasks.

Invoice Items Section Buttons

•      Assign: Map the vendor product to an existing inventory item.

•      View Item: View the linked Inventory Item.

•      Remove Line: Remove the invoice item line.

•      Edit Line: Edit the details of an item.

•      Remove Assignment: Unlink a vendor product from its assigned Inventory Item.

•      Hide Assigned: Filter the view to show only unassigned items.

•      Add Item Line: Manually add a new item line to the invoice.

•      Mark as Expense: Move an item to the expense area.

Invoice Expenses Section Buttons

•      Link Expense: Link an expense to an existing expense account.

•      Remove Expense: Remove an expense line from the invoice.

•      Create Expense: Add a new expense item directly to the staged invoice.

•      Mark as Item: Move an expense line back to the inventory items area.

Bottom Buttons

🎬 Video: Bottom Buttons (2 mins)

•      Links: Display any linked URLs.

•      View Original: View the original emailed invoice attachment.

•      Send Email: Email a notification to the designated store contacts.

•      Convert to Invoice: Finalize and commit the staged invoice.

   Figure 11

The Staged Invoice Editor.

How do I find the email address used for submitting invoices?

1.    Go to System Setup > Stores > Stores.

2.    Highlight the store and select Edit Store.

3.    On the Store Attributes tab, find the email address listed under Email for Invoices.

How long does it take for submitted invoices to be processed?

Invoices can be sent at any time, including holidays. Processing can take up to four hours.

What should I do if my invoice is not processed (status stays as Submitted)?

1.    Verify that at least four (4) hours have passed since sending the invoice. Approved vendor invoices are typically processed within four hours.

2.    Ensure that your email address is on the allow list. See Setup Email Processing Allow List.

3.    Resend the invoice.

If the invoice is still not processed, contact Support at (757) 663-7514 or support@yellowdogsoftware.com.

Why can't I submit an invoice via YD Mobile?

You must have API access and permission to view the Invoice Staging module.

To verify that a user has API access:

1.    Open the Employee Editor.

2.    Ensure that the User has access to API box is selected.

How do I send an email within Yellow Dog to a designated internal team about a staged invoice?

In the Invoice Staging Editor:

1.    Select Send Email.

2.    In the Body field, enter your message.

3.    Click OK.

Why did the invoice item map to the wrong inventory item size?

This can happen if:

•      The vendor provides incorrect size information on the invoice.

•      Poor scan quality causes the system to misread item details.

How to identify this issue

Add variance thresholds (recommended at 5%) to catch pricing or size differences early. See Set Invoice Staging Thresholds to learn how to set this up.

How to resolve this issue

1.    Highlight the line item.

2.    Select Assign Item to remap it to the correct inventory item size.

Why do I have to select the store every time I process a staged invoice?

The system needs an invoice for the vendor and store to be committed to establish the vendor-to-store association. After committing the first invoice, future invoices will be automatically associated with the store.

If the prompt continues after committing an invoice, contact Support at (757) 663-7514 or support@yellowdogsoftware.com.

What do I do if I selected the wrong vendor when opening the staged invoice?

In the Staged Invoice Editor use the Vendor dropdown to select the correct vendor.

What do I do when I receive a warning for duplicated invoice numbers?

A duplicate invoice warning means the invoice was submitted twice.

To remove a duplicate:

•      Highlight the duplicate staged invoice.

•      Select Remove Staged Invoice.

How do I resolve totals not matching between the staged invoice and the vendor invoice copy?

If totals don't match:

•      Review all line items and expenses.

•      Check if any vendor products or expenses were unmapped or removed incorrectly.

Why is an expense showing up as a line item?

Expenses must be mapped as expenses to be processed correctly. See Map Expenses for detailed instructions.

Why are invoice items NOT automatically matching to existing inventory items that have assigned vendor PNs?

Invoice staging matches items based on:

•      Vendor part number (PN)

•      Vendor size abbreviation

Make sure your team has completed Set Vendor Size Abbreviations.

Can I undo a converted invoice from staging?

No Once an invoice is converted and committed, it can't be undone in staging. To fix any errors, edit the committed invoice directly.

Why isn't my staged invoice updating inventory?

Inventory on-hand updates only after the staged invoice is converted to an invoice and committed.