Overview

EDI (Electronic Data Interchange) can allow Yellow Dog Inventory to automatically communicate with third-party systems via text files, typically via FTP or network folders. For our purposes, EDI file formats can include X12, CSV, A2A or any custom layout.

Yellow Dog Inventory also has the capability to import and export data manually. That is not part of this document.  Please see Generic Sync for more information.

We build a new "sync" for each EDI vendor. This is typically referred to as SyncYdiWithVendor internally. Creating a sync for a new vendor requires a development effort by Yellow Dog Software.

Yellow Dog Inventory EDI Implementation Questions

What document types does YDI support?

We can pull the following documents:

  • Invoices
  • Product Guides

We can potentially push Purchase Order information.

How are files transported?

Files are typically published to an FTP server by the vendor and pulled by YDI. We can use a vendor's FTP account or we can provide an FTP account. Each vendor/customer should have a unique FTP account.

We can use other transports, such as SFTP.

Does YDI require specific data formats?

No. We build each vendor's sync individually. Even X12 EDI syncs are customized per vendor. We simply require a specification of the file formats.

What are the steps to build a new EDI sync?

  1. One of Yellow Dog Inventory's implementation managers will work with the customer to determine if EDI is required.
  2. The implementation manager will facilitate a call between the customer and the vendor to determine requirements.
  3. A transport (such as FTP) will be agreed upon.
  4. The vendor will provide file specifications.
  5. The vendor will provide sample data or (ideally) immediately begin publishing the customer's documents.
  6. Yellow Dog Software will build a new sync and pull the data into Yellow Dog Inventory.
  7. The customer will review.

Specific Data that YDI Can Consume:

Inventory Items

Yellow Dog Inventory Item Export

Please refer to our Generic Sync for information on how YDI can already export inventory data. If Yellow Dog Software will be building a custom export, all fields described under the "Exporting From Yellow Dog Inventory" section are available.

Yellow Dog Inventory Item Import

If item information is to be pushed into YDI as part of an Order Guide, EDI 832 Price/Sales Catalog,  or Purchasing document, the following data fields should be present in the third-party data. If data is already available in a document header (Invoice Store, for instance) it is not necessary to place the data with each line item.

The column names below are only suggestions.

DataRequiredDescription
ItemIDYesA code that uniquely identifies the item.
StoreIDRecommendedA code that identifies which store this item is assigned to.
SKUREcommendedA user-friendly item code, if different than ItemID.
UPCNoA UPC that also identifies an item
DescriptionYesStandard item description in plain text.
SizeNoSize of the item.
ChildCountNoIf the item is a case, this number indicates the number of units per case.
ColorNoColor of the item.
MatrixIDYesA code that uniquely identifies a group of items that are all the same item but may have different Sizes, Colors or Retail.
ItemCostRecommendedCurrent cost or vendor price of item.
ItemRetailRecommendedCurrent retail price of item.
ManufacturerIDNoA code that uniquely identifies the Manufacturer.
ManufacturerNoThe Manufacturer's description.
NoA code that the Manufacturer uses to identify the item.
VendorIDNoA code that uniquely identifies the Vendor.
VendorRecommendedThe Vendor's description.
VendorSKURecommendedA code that the Vendor uses to identify the item.
DepartmentCode, DepartmentDescriptionNoIf a code or description can be provided that uses YDI's level scheme it will be matched on. Otherwise the user will need to fix each new item after it is added into YDI. We often have a second scheduled task that sends out email notifications when items need to be fixed.
CategoryCodeNoSame As Department
CategoryDescriptionYes
SubCategoryCodeNo
SubCategoryDescriptionNo

Sales Data

Please refer to our Generic Sync for information on how YDI can already import sales data. If Yellow Dog Software will be building a custom sales import, all fields described under the "Transactions" section are available.

Purchasing Documents

Receipts / Invoices

If Yellow Dog Inventory is to import Receipt and/or Invoice data, the following data fields can be used.

Document Header:

DataRequiredDescription
DocumentIDYesA code that uniquely identifies the purchasing document. This can be an Invoice Number.
StoreIDYesA code that identifies which store this document is applied to.
PurchaseOrderIDNoA code that identifies a Purchase Order this receipt or invoice is related to.
DescriptionNoGeneral Description of the document
InvoiceTotalNo Total amount of the invoice.
InvoiceExpensesNo This can include Taxes, Freight, Other. This can be broken into multiple fields or records.
VendorIDYesA code that uniquely identifies the Vendor.
VendorYesThe Vendor's description.

Line Item Detail: 

DataRequiredDescription
ItemIDYesA code that uniquely identifies the purchasing document. This can be an Invoice Number.
StoreIDYesA code that uniquely identifies the item.
Other Item InformationSee "Yellow Dog Inventory Item Import", above.
QuantityYesQuantity being received. This can be a decimal.
ItemCostYesThe unit cost per item. If only Extended Cost is available we will divide that by Quantity.
LineItemNotesNo Any notes or custom line information

Transfers

In addition to all data fields described under "Receipts / Invoices", only the Target Store ID is required to build a transfer.

DataRequiredDescription
SourceStoreIDYesA code that identifies which stores items will be deducted from.
TargetStoreIDYesA code that identifies which stores items will be added to.
ItemCostNoItem cost is ignored by transfers within YDI. In the case of transfers, cost is always reported as Calculated Cost of Source Store.
Other Item InformationSee "Receipts / Invoices" above.

Purchase Orders

If Yellow Dog Inventory is to push Purchase Orders all data fields found under the "Yellow Dog Inventory Item Import" and "Receipts / Invoices" sections can be included, with the exception of invoice expenses.