End user · Yellow Dog Inventory 2026
WHY IT'S IMPORTANT
An EDI (Electronic Data Interchange) integration automatically imports vendor invoices into Yellow Dog Inventory, matching each line to an existing item by its Vendor PN (part number). When the match works, nothing else is needed. But when a vendor swaps part numbers or you order something you haven't set up before, the EDI creates a brand-new item instead of matching an existing one. Reviewing and processing those new items before you commit the invoice keeps your inventory accurate and prevents duplicate items from throwing off counts and reporting later.
Note: This article applies to Yellow Dog Inventory version 376 and prior. Clients on version 377 and later use Retriever instead of this EDI item-matching workflow. |
Why new items get created
• The vendor swaps products: if a vendor discontinues the product tied to your item and replaces it with a different one, the new Vendor PN causes the EDI to create a separate item — even though it's the same product to you (for example, Sysco 80/20 Hamburger Meat replaced with Tyson 80/20 Hamburger Meat).
• The item is genuinely new: if you order something that hasn't been set up in Yellow Dog Inventory yet, the EDI creates it from scratch.
PREREQUISITES
• Permission to open and edit items in the Item Editor.
• An open, uncommitted invoice imported through your EDI integration.
• Familiarity with the Vendor Products tab, where Vendor PNs are assigned to items.
STEP BY STEP
Identify new items on the invoice
1. Open the invoice and check whether the Item Department column is displayed.
2. If it isn't, select the Choose Columns hyperlink.
3. Check the box for Item Department, then click OK.
4. Review every item listed under the New Items Created by EDI department before you commit the invoice.
Check whether the item already exists in Yellow Dog Inventory
1. Click to highlight the new item on the invoice, then select Create Alias.
2. Search for the item among your existing inventory items.
a. Try a different name than the vendor's description — the description that auto-populates may not match what your company calls the item.
3. If you find a match, verify the size matches what you received, then highlight it and select Select.
If the matching item is the wrong size
1. Highlight the item and select Edit Item.
2. Open the Child Items tab.
3. Check the box for the next available item size.
4. Select the size from the dropdown.
5. Enter the size ratio in the X per X field, and check the equation below it to confirm the ratio is correct.
6. Check the box for Use in Purchase Orders.
7. Click Save and Close. The new size is now available to select during aliasing.
If a matching item doesn't appear in search
1. Check the box for Include all items you have access to (even incompatible items).
2. Highlight the item and select Edit Item.
3. Resolve whichever of these is causing the incompatibility:
a. Vendor isn't assigned to the item — on the Vendor Products tab, select Add another Vendor, choose the vendor, then select OK.
b. Item isn't available to the store — on the Stores tab, check the box for the store.
c. Item is PO blocked — on the Size Behaviors tab, clear the BLOCK Purchase Orders box.
d. Item size isn't purchasable — under How is this item ordered or received?, check the box for the size you need. For a child item, use the Child Item tab and select Use in Purchase Orders.
4. Click Save and Close to return to the alias lookup screen.
If the item is new to Yellow Dog Inventory
1. Highlight the item on the invoice and select Edit Item.
2. Use the Level dropdown to assign the item to the correct level.
3. Update the size if your team uses a different naming convention. (optional)
4. If this item is a recipe ingredient, check Ingredient Item 1 and enter its weight or volume. (optional)
5. Click Save and Close to return to the invoice.
BEST PRACTICES
• Review every item under New Items Created by EDI before committing the invoice — a duplicate caught at commit is far faster to fix than one that's already hit counts and reporting.
• Search under your own naming convention, not just the vendor's description, before assuming an item is genuinely new.
• Keep Vendor PNs current on each item — a discontinued product swap is the most common reason new items appear.
Common questions
Why does it matter if I process new EDI items correctly?
Skipping this step leaves a duplicate of an item you already have in your inventory. That duplicate throws off invoicing and physical counts and leads to inaccurate reporting — and it takes longer to fix after the fact than to catch at commit time.
What does EDI stand for?
Electronic Data Interchange.
How do I add Retriever to my contract?
Reach out to the Client Accounts Team
How long does it take for an EDI invoice to arrive?
Generally 2–3 days after you receive the product. The exact timing depends on your vendor, since Yellow Dog imports invoices as soon as the vendor sends them. If you're seeing longer delays, check with your vendor first.
What does aliasing an item actually do?
It removes the newly created duplicate, pulls in the existing item instead, and links the new Vendor PN to that existing item — so the next time you order that vendor product, it matches automatically.
Where do credit memos end up?
As a return-to-vendor document, under the Purchasing module.
Last reviewed: July 2026 · Applies to: Yellow Dog Inventory 2026