How to Process New Items Created by an EDI
Proper management of new items created by an EDI ensures purchases are properly recorded and inventory items are accurately maintained.
This article is for Yellow Dog Inventory version 376 and prior
What is an EDI?
An EDI integration allow invoices to be automatically imported and downloaded into your Yellow Dog Inventory system. Once an invoice is imported through an EDI, users MUST review and properly process any new items created by the EDI before committing the invoice to ensure inventory items are accurately maintained.
Why are New Items Created by an EDI?
Background: An EDI matches items on an invoice to existing inventory items based on the Vendor PN (Part Number) assigned to the item. You can see the Vendor PNs assigned to an item by opening the Item Editor and reviewing the Vendor Product tab.
Reason #1: If the Vendor runs out of the Vendor Product that you have assigned to an item and replaces it with another Vendor Product, a new vendor PN is provided causing the EDI to create a new item. Ex. Sysco 80/20 Hamburger Meat was replaced with Tyson 80/20 Hamburger Meat (Same item but different Vendor Product).
Reason #2: If a new item is ordered that has not been created in Yellow Dog Inventory, the EDI will create a new item.
How do you process new items created by an EDI?
STEP 1 – Identify Any New Items Created by the EDI
To identify if any new items were created by an EDI, add the column “Item Department” to the invoice if not present.
If the “Item Department” column is not displayed in your invoice:
- Select the “Choose Columns” hyperlink.
- Check the box for “Item Department”.
- Click “OK”.
The column will now be present in the invoice.
Any newly created items will be in a level dedicated to New EDI Items.
STEP 2 – Identify if the Item Already Exists in Yellow Dog
1. Click to highlight the new item created by the EDI and select “Create Alias”.
2. Search for the item in your existing inventory items.
You may need to search for the item under a different name than the vendor’s description that is auto populated as the vendor’s description may differ from what your company calls the item.
3. If an existing item is found, verify that the size matches the size received then click to highlight the item and choose “Select“.
Can’t find the item you are looking for or you found the item, but it is not the same size as the item received?
See below to identify which situation occurred and how to troubleshoot.
Situation #1: Existing item is identified but is not the correct size.
1. Click to highlight item then select “Edit Item”.
2. Select the Child Items Tab.
3. Check the box on the next available item size.
4. Select the size from the dropdown.
5. Enter the size ratio in the “X per X” field.
Review the equation below the field to verify the correct ratio was entered.
6. Select the box “Use in Purchase Orders”.
7. Click “Save and Close”.
The new item size will now be available to select during aliasing.
The new item size will now be available to select during aliasing.
Situation #2: An existing item should be available but does not pull up when searched.
1. Select the box “Include all items you have access to (even incompatible items)”.
2. Click to highlight the item and select “Edit Item”.
3. Identify which reason below caused the incompatibility and resolve:
Vendor is not Assigned to Item
How to Identify: Open the Item Editor, select the “Vendor Products” tab and look for a vendor product assigned to the Vendor.
How to Resolve: Select “Add another Vendor”. In the popup, click to highlight the vendor then select “OK”. Lastly, close the item editor. The item will now be available to alias.
Item is Not Available to Store
How to Identify: On the item editor, select the “Stores” tab. Identify if the item is marked as available to the store.
How to Resolve: Check the box for the store then click “Save and Close” to return to the alias item lookup screen.
Item behavior is set as PO Blocked
How to Identify: Open the Item Editor and select the “Size Behaviors” tab. Check to see if the “BLOCK Purchase Orders” box is selected.
How to Resolve: Deselect the “BLOCK Purchase Orders” box then click “Save and Close” to return to the alias item lookup screen.
Item Size is not Set as Purchasable
How to Identify: Open the Item Editor and look under “How is this item ordered or received?” to verify if the size you need is selected as a purchasable size.
How to Resolve: Check the box for the size you need to make purchasable then save and close. The item will now be available to alias.
If the size is a child item, you will need to select the “Child Item” tab and click “Use in Purchase Orders”.
Situation #3: Item is a New Inventory Item (Does Not Exist in Yellow Dog Inventory)
If you have ruled out the previous scenarios, it means that the item is a new inventory item. Complete the following to steps to process the new inventory item:
1. Click to highlight item in the invoice and select “Edit Item”.
2. Use the level dropdown to select the level for the item.
3. Optional: Update the size if your team uses an alternate naming structure.
4. Optional: If your team builds out recipes and this item is a recipe ingredient, select the “Ingredient Item 1” checkbox and enter a weight/volume.
5. Click “Save and Close” to return to the invoice.
EDI Q&A
Why is it important to process new items created by an EDI correctly?
If a new item created by an EDI is not properly processed, this can cause a duplicate of an existing item to be available in your inventory. This will continue to cause confusion when invoicing and counting items during a physical inventory, leading to inaccurate reporting. In addition, it is timely to fix errors when a newly created item has been incorrectly processed.
What does EDI stand for?
EDI stand for Electronic Data Interchange.
How do I see if my vendor is supported for an EDI Integration?
If you do not have an EDI integration and would like to see if your vendor is supported, visit https://yellowdogsoftware.com/vendors.
How do I add an EDI Integration to my contract?
Reach out to your Sales rep or contact our Sales Team at (757) 818-9360 x304 sales@yellowdogsoftware.com.
How long does it take to receive an EDI invoice?
EDI invoices generally are imported into your Yellow Dog Inventory 2-3 days after receiving the product. The timeframe is determined by your vendor, as we import invoices as soon as they are received from the vendor. Please reach out to your vendor if you are experiencing large delays.
What does Aliasing an item do?
When you Alias a new item created by an EDI, it removes the newly created item and pulls in the existing item. It also associates the new Vendor PN to the existing item so next time this vendor product is purchased, it will automatically pull in the existing inventory item.
Where are credit memos imported?
Credit Memos will be imported as a return to vendor document. Return to Vendors are used to track any returns of product to vendors. You can find Return to Vendors under the Purchasing Module.
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