Quick Reference: Purchasing Flow for Food and Beverage
End user · Yellow Dog Inventory 2026
WHY IT'S IMPORTANT
The Yellow Dog Inventory purchasing flow covers every aspect of inventory management, from restocking to correcting errors in transfers. Each document type in the flow serves a specific function, and together they keep inventory levels and cost accounting accurate.
Note: Most F&B clients do not use the full purchasing flow — most use only Invoices and Return to Vendor. The full flow is recommended for more detailed reporting, but it is not required. |
WHERE
Purchasing module — Requests, Purchase Orders,
Receipts, Invoices, Transfers, Return to Vendor.
Figure: Purchasing flow for Food and Beverage.
HIGHLIGHTS
Requests
• Identifies items that need to be restocked or reordered. This is the first step in the purchasing process, where users flag which items need replenishment.
Conversion of Requests
Once a request document is committed, it can be converted into either a Purchase Order or a Transfer:
• Purchase Order — for items ordered from vendors that are expected to be delivered.
• Transfer — moves on-hands from one store to another to fulfill the request immediately.
Purchase Order to Receipt or Invoice
Once a Purchase Order is committed, it can be converted into either a Receipt or an Invoice, depending on your operational procedures:
• Receipt — accounts for on-hands coming into the location, primarily updating inventory quantities.
• Invoice — if you skip the Receipt and convert directly from a Purchase Order to an Invoice, the Invoice is where on-hands are added. If a Receipt is used first, the subsequent Invoice does not add on-hands again; it is used primarily to balance costs (such as freight, taxes, and logo fees).
Transfers
• Move inventory from one store to another. A reverse transfer can be created to correct errors by transferring items back to the originating store. Transfers can also be created by converting an Invoice into a Transfer.
Return to Vendor
• Used to return products to the vendor. When committed, it reduces the on-hands quantities in your inventory and allows for the accounting of credits and returns related to shipping costs. It also removes any costs associated with those items (freight and tax can be added if required).
• Used independently of the request-to-restock flow. It typically occurs after items have been received and an issue such as a defect, overstock, or incorrect item is identified, and can be used at any point after goods are received.
RELATED ARTICLES
• How To: Create a Request
• How To: Create an Invoice
• How To: Create a Return to Vendor
• Reporting Explained: Purchase Orders
Last reviewed: June 2026 · Applies to: Yellow Dog Inventory 2026
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