Yellow Dog Common Tasks

If you notice some changes not taking affect as they should, remember to click “Refresh Data” and “Recalculate Costs” at the top of the screen in order to ensure the system is accurate.

 

Adding A New User

Do this for every person that will be counting inventory or placing orders

1. Click “System Setup” on the left
2. Click “Employees”
3. Click “Create New Employee”
4. Fill in their name, and Toast log in number
5. Check “User has access to API”
6. Check “Manage access using employee groups” and select the appropriate group
7. Save!

 

Changing a Vendor’s email

This is the email that all orders to that Vendor will get sent to 

1. Click “Common Setup” on the left
2. Click “Vendors and Manufacturers”
3. Double click the Vendor you want to update
4. Click “Contacts” on the left
5. Click “Create New Vendor Contact”
6. Check “Order From Contact”, “Return To Contact”, and “Invoice To Contact”
7. Fill in their information, making sure the email is where orders should be sent to
8. Save!

 

Finalizing An Inventory Count

Do this immediately after counting inventory, but always before placing an order. If not done, the “on hand” numbers of the items will not update.

1. Click “Sessions” on the left
2. Select click the correct session and click “Create Physical”
3. Confirm count and save

Adding a New POS Item

Typically done by the Franchisor, but detailed here in case the need arises.

1. Click “Recipes” on the left
2. Click “Create New Recipe”
3. Give it a name with a description, ex. “Ranch (Modifier)”
4. Give it the proper recipe type
5. Click “Add ingredients” and choose the correct ingredients
6. Change the “Count” and “UOM” to match the amount used when the modifier/item is chosen on the POS
7. Click “Yield / Used By” on the left
8. Click “Linked to POS Items” and choose the correct modifiers that apply
9. Save!

 

Changing a PAR Level

PAR levels determine how much of an item to order based on how much is on hand. Update this to make sure the system is ordering the correct amounts of items.

1. Click “Inventory Items” on the left
2. Double click the item you would like to update
3. Click “Stores” 
4. Update the “Reorder Point” and the “PAR Inventory Level”
   1. “Reorder Point” specifies at what point the system should reorder the item
   2. PAR level specifies how much of the item we should have on-hand after the order is made
      1. Example 1) If ranch had a reorder point of 5, and a PAR of 9, then when an order is being placed and the onhand amount is at 5, then it would tell you to order 4 Ranch. If the onhand were 4, it would tell you to order 5.
      2. Example 2) If Ranch had a reorder point of 5, and also a PAR of 5, then when an order is being placed and the onhand amount is 5, it would tell you to order 0. If the onhand amount is 3, it would tell you to order 2.
   3. Making both columns the same number will order the more often, but in smaller amounts. Good for most orders.
   4. Making a higher PAR number orders less often, but with larger orders. Good for items that are difficult to put away, like to an upstairs storage area, where it might be easier to do more at the same time
5. Save!

 

Creating A Purchase Order (PO)

Do this when you have processed an inventory count and are ready to place an order with your food distributor

1. Click “Purchase Orders” on the left
2. Click “Create New Purchase Order”
3. Double click the vendor you are ordering from
4. Check “Invoiced Via EDI” – this removes the PO from the list once placed
5. Click “Add items from…”
6. Choose “Add items based on Par Levels” and click next
7. Choose “Select items at or below the reorder point” and click next
8. Click “Select all items”
9. Ensure amounts are correct and click “Commit Purchase Order”
10. On the “Print” page, select “Email to Vendor” to make sure the vendor receives the order

 

Commiting An Invoice

Do this after receiving every order to make sure on-hand numbers are properly updated, plus will allow you to document any items not received. Not doing so will make the system assume you never received any items, and your food cost will look terrible!

1. Click “Invoices” on the left
2. Double click the desired invoice
3. Confirm the items received are accurate, update if not
4. Click “Commit Invoice”

 

Changing an Item’s Vendor In Yellow Dog

Do this when you will be consistently ordering an item from a different vendor

1. Click on “Inventory Items” on the left
2. Double click the item you want to update, or highlight it and click “Edit Item” 
3. Click “Vendor Products” on the left
4. Click “Add Another Vendor” on the right, and select the new vendor
5. Check “Primary Vendor” on the new vendor, and remove it from the old one if necessary
6. Save!

 

Assigning an “Alias” to a substituted item

This will only work if the item received is the same total size as the original item (ex. 1 Case = 10lbs – regardless of the # of bags in it). If it is a different size move on to the next tip.  Do this when a substitute item (Ex. a different brand of Grated Parmesan) is ordered because the distributor is out of the usual item. 

It will be easy to notice because the left column in the invoice with have red letters saying “New Items Ordered By _____”

1. Click “Invoices” on the left
2. Double click the invoice that contains the substituted item
3. Select the item and click “Create Alias” on the right
4. Search for the common name of the product (Ex. Grated Parmesan) and double click it
5. Save! If the substituted product is different from the original (ex. 2 bags per case instead of the usual 4 bags), then keep following the steps
6. After saving and closing, click on “Inventory Items” on the left
7. Double click the item
8. Check “Purchasing Item X (New Size)” under “How is this item ordered or received?”
9. Fill out all of the information accurately, including the new SKU
10. Save!

 

What to do when a substitute item is of a different size than usual

1. Click on “Inventory Items” on the left
2. Double click the item you want to update, or highlight it and click “Edit Item” 
3. Under “How is this item ordered or received” click the checkbox to add a new Purchasing Item, and fill in the correct info (including the Vendor SKU and Price)
4. Click “Size Behaviors”  on the left
5. Check “Block PO” for the new substitute (assuming it is just a temporary substitute, otherwise block the original)
6. If this is now the new item from now on, make sure the PAR level for it has been updated to reflect the new size

 

What to do if you forget to “Alias” an item before committing an invoice

If you forget to do this, then the substituted item will appear in your “Inventory Items” list as a separate item. For example it might say “GRN PEPPERS 5 LBS” as one item, as well as the usual “Green Peppers” as another item. This is how to fix that:

1. Go to “Inventory Items”, open the newly created item and write down the “Vender SKU” and “Price”
2.  Click “Stores” and then click “Adjust on-hand amount”, then adjust the on-hand to zero.
3. Close, and open the correct item
4. On the left, click “Vendor Products” and click “Create New Vendor Product” on the right
5. Fill in the info as requested, using the Vendor SKU as the Vendor PN
6. Update the price to be accurate on the new product
7. Click “Stores” and update the on-hand amount by adding in the same amount that was written down earlier.
8. Save, close, and delete the incorrect item that was created