White Belt - Core Flashcards
Access Methods
What are the 3 ways to access Yellow Dog Inventory?
1) Windows
2) Mac
3) Web Browser (Remote Desktop Web Client)
Did you know? Yellow Dog is a windows based program so we recommend installing on a windows computer.
Access Methods
What application is used to install Yellow Dog Inventory on Windows?
MSI Installer
Did you know? The MSI installer can be found by logging into FileZilla using the YDS_Install credientals (in LastPass) then navigating to the folder for the verison you are installing. You will find the MSI Installer under the PROD/MSI folder.
Access Methods
What application is used to install Yellow Dog on a Mac?
Microsoft Remote Desktop
Did you know? Clients can dowload Microsoft Remote Desktop on their computer by visting the App Store. Full instalations instructions for Yellow Dog on a mac are found on the Knowledge Base.
Access Methods
What do clients use to access Yellow Dog through a web browser?
Remote Desktop Web Client
Did you know? Clients will need to be provided the Remoe Desktop Web Client link and their Remote Access Credentials. You can generate Remote Access Credentials by going to Connect Wise/Access/Internal Servers and opening the YDSRAS server. Click the “Setup Remote App” icon, select the client, then enter the Client Name and hit OK then YES. A file with the credentials will populate. Save this information, if you close out you will not be able to pull up the credentials again.
Access Methods
Which access method(s) can print to PDF?
All (Windows, Mac, Remote Desktop Web Client)
Did you know? If printing to PDF on a web browser you will need to print to the “Remote Desktop Virtual Printer”
Access Methods
Which access method(s) can export to Excel?
Windows and Mac
(You cannot export on a web browser)
Did you know? To export to Excel on a Mac, some setup is required and the instructions can be found on the Knowledge Base. The client will also need Excel installed on their computer to be able to export in Excel.
Access Methods
Which access method(s) can print documents\reports directly from Yellow Dog?
Windows
(Sending docs\reports directly to a printer is only available on Windows, other access methods can export to PDF, then print)
Access Methods
Which access method(s) can print labels?
Windows
(Cannot print labels from a Mac or Remote Access)
Basic Navigation
Show me the “Announcements” Screen.
Left Hand Navigation - Home \ Annoucements
Basic Navigation
Show me the Watch Dog (Advisor) Report.
Left Hand Navigation - Home \ Watch Dog (376) Advisor (375)
Basic Navigation
Show me where you change your login password.
“Change Password” on top tool bar
Basic Navigation
Show me where you can set up password recovery.
“Password Recovery” on top tool bar
Did you know? All clients should setup password recovery as soon as possible to avoid having to reach out to Support to reset their password in the future. Password Recorvery will require clients to provide 2 questions and answers. If they forget their password after setting up password recovery they can select “Forgot Password” on the login screen and answer the questions to reset their password.
Basic Navigation
Show me where I can change themes.
“Themes” dropdown on the top tool bar
Did you know? There are 3 themes available 1) Classic 2) Dark 3) Yellow Dog
Basic Navigation
What are the two places you can find support contact information?
1. “Help” dropdown under “Client Services”
2. Top right of YD
Basic Navigation
Show me “On-Form Help”.
Right hand side bar then click to extend.
Did you know? In trainings you should always review the on-form help and convey how helpful it is for new users when learning the system.
Basic Navigation
Where can you find the Client ID?
On the bottom bar of Yellow Dog
Did you know? The client ID is needed to access any of the Yellow Dog mobile apps.
Basic Navigation - Views
How can you update item information from the Inventory Items screen?
Interactive View
Did you know? Any colored field in the Interactive View is editable. You should advise clients to be very careful when using the interactive view because it automatically saves any changes and changes cannot be undone.
Basic Navigation - Views
What view will show you a list of vendor prices that have never been set?
Problem Items View
Basic Navigation - Views
How can I see when an item was created?
Activity View
Basic Navigation - Views
What view can be used to find the GL Code for all items?
Interface Codes (as of last sync)
Basic Navigation - Views
How can I view on hands for all stores?
All Stores View
Basic Navigation - Views
What view can I use to filter items by dimension?
Merchandiser View
Basic Navigation - Views
How do you prevent items from populating in the Inventory Item screen upon logging in?
This would be used for a client with a very large dataset
Check “Delay data fetch until a search string is entered”
Common Setup - Levels
Show me where to find Inventory Levels.
Common Setup \ Inventory Levels
Common Setup - Levels
How many level tiers can you have?
4
Common Setup - Levels
Show me how to merge\combine levels.
Common Setup \ Inventory Levels
Hold CTRL to select 2 levels then right click and select “Merge Levels”
Common Setup - Levels
Show me 2 ways to remove a level.
1. Common Setup \ Inventory Levels - Click to highlight level then select the “Remove” button
2. Common Setup \ Inventory Levels - Right click and select “Remove Level”
Common Setup - Levels
What is required to remove a level?
The level must have no inventory items assigned to the level.
Did you know? If the level has item assigned to it and you try to remove the level, you will receive the pop up display.
Common Setup - Levels
Show me a level’s interfaces settings.
Level Editor / Interfaces Tab
Did you know? For interface settings to display on the interfaces tab of the level editor you will need make the interfaces visable to the store under System Setup/Interfaces. Once inteface types are assigned to the store, use the store dropdown on the the Interfaces tab of the Level Editor to view the store’s interfaces settings.
Common Setup - Levels
Show me 2 ways to move an item to a different level.
1. Item Editor / F&B or Retail Details Tab - “Level” field
2. Right click the item and select “Set Level”
Common Setup - Vendors
Show me where to find a list of all vendors?
Common Setup \ Vendors and Manufacturers
Common Setup - Vendors
What is the difference between a vendor and a manufacturer?
Manufacturers makes item, vendor sells item
Common Setup - Vendors
Show me how to confirm if a company has been assigned as a Vendor or Manufacturer.
Common Setup \ Vendor/Manufacturers - “Assigned to Item as” column
Did you know? If you do not have this column visable, use the “Change Columns” hyperlink to add a column. A company is designated as a Vendor or Manufacturer when you assign the company as a vendor or manufacturer on the Retail Details tab of the Item Editor.
Common Setup - Vendors
Show me how to create a new vendor.
Common Setup \ Vendors and Manufacturers - “Create New Vendor” button
Common Setup - Vendors
Show me how a client can add a large number of vendors at one time?
Common Setup \ Vendors and Manufacturers - “Import” button
Did you know? After selecting import, the client will import a csv or excel file then map the columns.
Common Setup - Dimensions
Where would you go to create a new dimension type?
Common Setup \ Dimensions
Common Setup - Dimensions
What are dimensions used for?
Categorizing items for reporting purposes
Did you know? Dimensions are for characteristics that span multiple levels. Ex. Size, Color, Brand
Common Setup - Dimensions
If you ran out of available dimensions, how would you be able to add more?
Common Setup \ Dimensions - “Add More (+)” tab
Common Setup - Dimensions
Show me two ways to set a dimension to an item?
1. Item Editor \ Retail Details tab
2. Right click item then select “Set Dimension”
Common Setup - Attibutes
Where would I go to create an item attribute?
Common Setup \ Attributes \ Item Attributes
Item Management
How do you remove an item?
1. Highlight item and select “Remove Item”
2. Right click the item and select “Remove Item” from the menu.
Item Management
What is required in order to remove an item?
On-hand must be zero and the item must NOT be attached to a recipe
Item Management
How do you make an item inactive?
Right click and select “Set Inactivate”
Item Management
How do you see inactive or removed items?
Check box “Include Inactive \ Removed”
Item Management
How do you set an item as a no count item?
Item Editor \ Other Details tab - “No Count” box
The on-hand of the item must be zero in order to set an item as a no count item
Item Management
Show me how to copy an item.
Item Management \ Inventory Items - “Create new item based on selected”
Item Management
Show me a way to make an item available to a store.
- Item Editor \ Retail or F&B Details tab - “Assigned to Store” field
- Item Editor \ Stores tab - Available box
Item Management
Show me how to add a secondary vendor to an item.
Item Editor \ Vendor Products tab - “Add Another Vendor”
Item Management
Where in the Item Editor can you see the Physical Inventory history of an item?
Item Editor \ Item Reports - “Report” dropdown Physical Inventory Review
Item Management - Item List
Show me where to find Item Lists.
Item Management \ Item Lists
Item Management - Item List
Show me 2 places you can create an item list.
- Item Management \ Create New Item List
- Any Purchasing Document Editor
Item Management - Item List
Show me how to add an Item list to a purchasing document.
Add Item From….\ Add Items from an Item List (Non-Store Specific)
Item Management - Manual Adjustments
What are Manual Adjustments used for?
Manual Adjustments are used to adjust the on-hand of items outside of regular adjustments (purchasing, sales, physicals)
Item Management - Manual Adjustments
What are 2 applications you can use to create a manual adjustment?
YDI client or YD Mobile
Item Management - Manual Adjustments
Show how I would create a Manual Adjustment.
Item Management \ Inventory Items - Adjust on Hand
Item Management - Manual Adjustments
What is required in order to submit a manual adjustment?
quantity, accounting code and reference
Item Management - Manual Adjustments
Show me two ways to see manual adjustments?
- Physical Inventories \ Manual Adjustment
- Standard Reports \ Inventory Adjustments - Manual Adj - Detailed
Purchasing - Request
Show me how to set the request type.
Request Editor - “Request Type” dropdown
Purchasing - Request
Show me how to email a Request.
Request Editor / “Print” / “Email Request” (Request must be committed)
Purchasing - Invoices
Show me how to add expenses in an Invoice.
Use the expense fields at the bottom of an invoice.
Purchasing - Invoices
Show me what needs to match in order to commit an invoice?
Invoice Amount and Invoice Total
Purchasing - Transfers
What 3 documents can be converted to a Transfer?
- Request
- Receipt
- Invoice
Purchasing - Transfers
How do you create a reverse Transfer?
Purchasing \ Transfers - Highlight the transfer and select “Create new REVERSE transfer based on selected”
Purchasing - Return to Vendors
What are Return to Vendors used for?
Vendor Credit Memos (returning product to vendors)
Purchasing - Return to Vendor
Do you add positive or negative quantities in a Return to Vendor?
Positive
YD Mobile
What information do you need to log into YD Mobile?
Client ID, Employee Number, Password
YD Mobile
What two purchasing documents can be created in YD Mobile?
Requests and Transfers
YD Mobile
How do you see app and device information in YD Mobile?
Settings
Physical Inventory - Sessions
What are the 3 applications you can use to create sessions?
In YDI, YD Mobile or Count XL
Physical Inventory - Physical Inventories
Show me how to create a full physical inventory.
Physical Inventory \ Physical Inventories \ Create New Physical
375 “Add all active items for store x”
376 “Add all active items for store x” and choose Physical Inventory Type “Physical (Will Create Close Out Date)”
Physical Inventory - Physical Inventories
Show me how to mark a physical inventory as a cycle count.
375 In the Physical Inventory Editor check “This physical is a cycle count”
376 When creating a physical select the Physical Inventory Type “Cycle Count (Will NOT Create Close Out Date)” on the first prompt
Physical Inventory - Physical Inventories
Show me how to set the effective date and time of a physical.
Top right of the Physical Inventory Editor
Physical Inventory - Physical Inventories
Show me how to import a session once in the physical inventory editor.
Import Counts From….\ Add Counts from a Session
Physical Inventory - Physical Inventories
Show me how to manually enter counts.
Click in colored count field and type count
Physical Inventory - Physical Inventories
Show me the report you can use to investigate a variance in an item on the physical (report to see what adjustments have occurred on the item).
Item History Report
Physical Inventory - Physical Inventories
Show me how to add a CUSTOM named column that I can add counts to in a physical.
Physical Inventory Editor \ “Add Column” button
Physical Inventory - Physical Inventories
Show me how I can check only items that were not counted.
Physical Inventory Editor \ checkbox Only show items with no counts
Physical Inventory - Physical Inventories
Show me how to print a worksheet to include only items with a variance.
Check the “Show only items with variances” checkbox \ Print Worksheet (You must be in the Physical Inventory editor to see this checkbox. You will also see the “Show only items with no counts” checkbox as well as “Hide All Flag Columns.”)
Physical Inventory - Physical Inventories
If I have permission to break/bypass a physical inventory lock and I bypass the lock, could this cause any changes by other users to be lost (376)?
Yes
Reporting - Saved Reports
Show me how to see what new on hands will be before committing the inventory.
Reports… \ Resulting On Hand by Item
Reporting - Saved Reports
Show me where I can see a list of all my saved reports.
Reports \ Saved Reports
Reporting - Send Saved Reports
If a client wanted to learn more about the pre-saved reports in their Saved Reports, where can they find this information?
Knowledge Base - Saved Reports Manual
Reporting - Send Saved Reports
Where do you go to see a listing of your Send Saved Reports?
Reports \ Send Saved Reports
Reporting - Send Saved Reports
Show me how I can edit a Send Saved Report
Reports \ Send Saved Reports \ Edit Send Saved Reports
System Setup
Show me how you would separate multiple addresses in the Send Saved Report Editor.
use a “;” or “,” (you can use either a comma or a semi-colon)
System Setup
Show me how to create an additional expense field for an invoice.
System Setup \ Accounts \ Invoice Expense Accounts \ Create New Accounting Code
System Setup
Show me how to create additional Return to Vendor account.
System Setup \ Accounts \ Return to Vendor Accounts \ Create New Accounting Code
System Setup
Where would you go to change the way SKUs are automatically numbered?
System Setup \ AutoNumber \ Inventory Items
System Setup - System Setup
Where would you go to change the number of digits in the Vendor Code?
System Setup \ AutoNumber \ Vendor
System Setup - System Setup
Where can I change the Description of “Order Desk”?
System Setup \ Labels
System Setup - Print Templates
Select the print template Label 4.00 x 3.00 (default), then select Create new Print Template based on select and show me how to add a logo to the label.
Right click in an open area and select Insert / Picture
System Setup - Print Templates
Show me how to change the size of the label.
Right click top row of the print template and select Paper Width…/Paper Height
System Setup - Print Templates
Select the print template Label Purchase Order (default), then select Create new Print Template based on select and show me how to add the email address for the employee that committed the Purchase Order.
Right click in an open area and select Insert / Data Field / Purchase Order CommitedbyEmail
System Setup - Print Templates
Show me how to change the default qty of how many copies print.
Right click top row of the print template and select Copies
System Setup - Print Templates
Show me how to format an item list print out to include a column for additional “empty count boxes”
Right click in an open area, select insert / text, then click OK. Right click the inserted box and select Borders / All.
System Setup - Print Templates
When editing a Print Template, show me how you would preview the the Print Template to verify your updates are presenting correctly before saving.
Select the “Preview” tab at the bottom of the Print Template
System Setup - Print Templates
What are expressions used for?
Used to create a variety of equations that are determined at printing.
System Setup - Stores
Show me how to edit a store name.
System Setup \ Stores \ Stores\ Edit Store \ Store Name Field
System Setup - Stores
Show me how to set UTC for a store
System Setup \ Stores \ Stores\ Edit Store \ Store Time Zone dropdown
System Setup - Stores
Where can you find the Close Out Date (Closeout Method)?
System Setup \ Stores \ Stores
System Setup - Stores
Show me how to set an email address for my Warehouse
Store Editor \ Email Addresses
System Setup - Options
Show me where you would go to change the calculated cost method?
System Setup \ Options \ System \ Cost Calculation
System Setup - Options
Should a client reach out to Yellow Dog if they want to change their calculated cost method?
Absolutely! They should always contact Support before changing because certain actions need to be completed before updating the calculated cost method.
System Setup - Options
Show me the configuration option that effects when on-hands are updated for transfers.
System Setup \ Options \ Global \ Purchasing \ Transfers reduce on hand in the FROM store only after being accepted in the TO store.
System Setup - Options
Show me where I would set the Default Physical Type (376)?
System Setup \ Options \ Global \ Default Physical Type dropdown
System Setup - Options
Where do you go to configure password enforcement? (376)
System Setup \ Options \ Global \ Security \ Enforce Password And Security Settings.
System Setup - Employees
Where would you go to create a new employee?
System Setup \ Employees \ Employees \ Create new Employee
System Setup - Employees
Show me how to add an email address to an employee.
Employee Editor \ Additional Information Tab \ Email field
Show me how to stop the labels from automatically printing on commit in receipts AND invoices for a user.
Employee Editor under Access Options \ Receipts \ Receipt Editor \ Print Labels on Commit (uncheck)
Employee Editor under Access Options \ Invoices\ Invoice Editor \ Print Labels on Commit (uncheck)
System Setup - Employees
Show me how to add an employee to a group.
In the Employee Editor, select “Manage access using Employee Groups then check the box for the employee group the employee should be assigned to.
System Setup - Employees
Show me how to copy an employee.
System Setup \ Employees \ Employees \ Create new Employee Based on
System Setup - Employees
How would I give an employee permission to mark a session as processed (376)?
Employee Editor under Access Options \ ydi Mobile \ Sessions \ Mark as Processed
System Setup - Employees
How do you grant an employee permission to change the default physical inventory type when creating a physical inventory (376)?
Employee Editor under Access Options \ Physical Inventories \ Physical Inventory Editor \ Change Default Physical Type
