How do I set an item's average cost?

Following is a list of rules that can be used to calculate an item's weighted average cost:

  • An item's weighted average cost is reset every time the item reaches zero on hand.
  • For the most part an item's weighted average cost is determined by its receiving history. Receiving and Invoicing directly affect calculated cost.
  • Positive manual adjustments affect it. (In builds 290+ this is optional, and it is set by checking the "Set Cost" check box on the On Hand Adjustments form.)
  • Transfers from another store affect it. When quantity is transferred from one store to another, its calculated cost is transferred with it.
  • Sales and Physical Inventories do not affect weighted average cost directly.
  • If the item has no history the Default Vendor Price is used.

If an item has an incorrect weighted average cost one of the following will allow you to fix it:

  • Run ydiMaintenance.exe on the Yellow Dog Inventory application server to re-check cached costs. Because cost-calculation is slow, YDI pre-calculates costs for reporting purposes. Sometimes various adjustments made retro-actively (a physical inventory commit, for instance) can cause calculated costs to change, but the cache still has old values. You may need to run ydiMaintenance.exe multiple times. Each time ydiMaintenance runs it randomly checks a subset of recent costs to ensure that they are still correct.
  • Find and fix the Receipt(s) the item is in. Unless locked by employee rights or Invoicing a receipt can be edited after it is received. The Vendor Price on a receipt directly influences the item's weighted average cost. This doesn't work with Invoice Records.
  • Perform 2 manual adjustments. From the Inventory Items list find the item and click Adjust On Hand Quantity. Set the quantity to zero. After submitting, click Adjust On Hand Quantity again. This time set the Quantity to its original quantity, but also set its Item Cost to the correct cost. This will effectively reset the weighted average cost for that item going forward.
  • If the item has no history simply change its Vendor Price.

Why do items assign themselves to stores?

An item that is not specifically assigned to a store may be assigned to that store by Yellow Dog Inventory if the on hand for that item/store changes from zero.

An item that is marked as deleted will be restored if its on hand changes from zero.

These actions are necessary to ensure all reports give an accurate accounting of on hand data.

While these things don't normally happen, these are some possible causes:

  • Some POS systems (such as Micros 3700) allow items to be sold in any revenue center. If the item is sold in a revenue center associated with a store in YDI where that item is not available, that item will be made available after the sync runs.
  • A historical change to on hand could affect current on hand. For instance, if a very old Receipt is edited, an item that had its on hand previously at zero and was removed from a store may suddenly re-appear in the store.
  • In Builds 290 and older if an item was ever assigned to a purchasing document, the item would always be re-assigned to the document's store.

Troubleshooting: POS Item Sales Not in Yellow Dog Inventory

If a POS sale is not appearing in Yellow Dog Inventory, here are some potential reasons and possible solutions:

  • The sale is assigned to the wrong YDI item. This was a problem in earlier builds of YDI, because YDI would match on Vendor SKU or Reference when pulling sales from the POS. Run a Sales By Transaction report for date range and search for ticket number. If the items in report do not match ticket, a data clean up will need to be performed.
  • The POS item is not matching any YDI item. This can happen if there are multiple copies of the item or UPC in the POS database. Try to find the item in the Sales - > POS-only report. The easiest solution to this is to have customer disable all versions of the item in POS and then trigger that item to re-sync. Hopefully, our version of the item will register going forward.
  • The customer is ringing up Open Priced items. Use the Sales --> POS-Only reports to determine this. There is not anything YDI can do about this.
  • The customer is doing odd things with voids or ticket transfers. Some of these are known issues. We fix them as they come up, but best solution is "don't do that."
  • Sync is configured incorrectly. Sometimes, the store is simply unchecked. This is always worth reviewing, just in case.

Other notes:

  • Some POS systems only hold sales active sales for a few weeks. If the sale is too old, YDI support cannot troubleshoot it.

I can't find the report I'm looking for. What should I do?

  • Call us and we'll help you find it.
  • Send us a request for the report and we will submit it to development for review and potential addition to a future release of the software.

Why does my report show $0.00 cost on an item that has a correct Default Vendor Price associated with it?

Typically this will happen due to lack of movement for the item in question. In most reports, Yellow Dog will use the items Average Cost which is calculated based on a combination of Manual Adjustments and Receiving, or Manual Adjustments, Invoicing, and Distributed Expenses. 

Can Yellow Dog Inventory work with more than two decimal points in currency? 

Yellow Dog Inventory honors your operating system's currency settings.

To change the number of decimal points used by Yellow Dog Inventory when showing currency, change this setting:

Control Panel - > Regional and Language Options - > Additional Settings... - > Currency tab - > No. of digits after decimal drop down.

Yellow Dog Inventory may need to be restarted.