Accounting Interface Setup
Yellow Dog Software has developed numerous invoice exports to meet the needs our client's accounting systems.
Any invoices created in Yellow Dog Inventory, either manually or via a vendor EDI, is exported to a format and location accessible by the accounting solution.
Complete Accounting Export (Retail Only)
In addition to Invoices, Yellow Dog Inventory can provide daily journal entry import file(s) that summarize all the COGS and inventory changes that have occurred in a given day. These files are summarized based on your GL codes (meaning all costs are summarized by your specific COGS GL Codes, all Inventory asset changes are summarized by your GL codes, etc.).
Types of Data
Yellow Dog Inventory can export the following Types of data to flat files for import into an accounting system:
- Cost of Goods Sold (Retail transactions only)
- Inventory Asset Changes
- Physical Inventory Variances
- Manual Adjustments
- Cost Changes
- Vendor Returns
How Is Data Generated, Formatted, and Sent?
A process is run once a day (usually at 2am) that calculates all the inventory adjustments and COGS that have occurred in a given business day.
Quickbooks online has a direct update of data. ALL other accounting system are provided with daily invoice and inventory adjustment files. These are usually text/csv files are generated in the required format and placed where the accounting system can access them.
Yellow Dog Inventory can generate export files using a large number of options.
- Data files can be per store or combined.
- Comma-delimited or fixed width or other formats are supported.
- File and folders can be generated with Date/Time/Other stamped names.
- Files can be generated once a day, once a week or at any point available by the Window's Task Scheduler. We strongly recommend exporting once a day when getting started.
In addition to accounting data just about any other data in the system can be exported. Following are some of the fields generally used:
|Field Name||Field Description|
|Store||The name of the store|
|StoreCode||Yellow Dog Inventory's Store Code|
|StoreAccountingID||The Store's Accounting ID set up in the Store editor|
|Effective||The actual data/time when the transaction took place.|
|Posted||The date the transaction is posted. Typically, Posted and Effective will be the same day, but not always. Also, there could be multiple Posted dates for a single Effective date.|
|Account||The Account code.|
|Type||The type of Account code. Currently, this will be one of: CostOfGoodsSold, InventoryAssetCOGS, GoodsInTransit, TransferPayable, TransferReceivable, AccruedPayables, AccruedPayablesCredit, AccruedPayablesDebit, InventoryAssetReceived<, InvoiceExpense, Payables, ReturnToVendor, InventoryAsset, ManualInventoryAdjustment|
|DistributionType, DocumentType||Can be set under Accounting Setup. Has no real specification, but is available for custom uses|
|Document Type||Can be set under Accounting Setup. Has no real specification, but is available for custom uses|
|Vendor||Vendor's name, if applicable to transaction.|
|VendorCode||Yellow Dog Inventory's Vendor Code.|
|VendorAccountingID, VendorTerms||This can be set in the Vendor editor and is specific to each Vendor/Store combination.|
|PONumber, POCommitted, PODescription||Purchase Order information, if applicable to transaction.|
|ReceiptNUmber. ReceiptCommitted, ReceiptDescription||Receipt information, if applicable to transaction.|
|InvoiceNumber, InvoiceCommitted, InvoiceDescription, InvoiceFullAmount, InvoiceBilled, InvoiceDue||Invoice Record information, if applicable to transaction|
|Reference||Extra information for the transaction.|
|LineNumber||If this transaction is part of a purchasing document, this will be a line number (roughly).|
It can take a while to get all aspects of the accounting interface running smoothly. We will require a dedicated recource at your site to help us every step of the way.