Accounting Export Process Overview

Invoice Exports

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
- Invoices*
- Physical Inventory Variances
- Manual Adjustments
- Transfers
- Vendor Returns

* If exporting inventory asset changes, we cannot allow our users to 1. back date any transactions before the current day and 2. use receipts as the cost can vary between it and the final invoice. If you want to use either of these functions, we can only provide an invoice only export.

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 systems are provided with daily invoice and inventory adjustment files. These are usually text/csv files generated in the required format and placed where the accounting system can access them.

The output file formats available are:

.CSV
.TXT
.IIF (For Quickbooks Desktop)

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 NameField Description
 
  StoreThe name of the store
 
  StoreCodeYellow Dog Inventory's Store Code
 
  StoreAccountingIDThe Store's Accounting ID set up in the Store editor
 
  EffectiveThe actual data/time when the transaction took place.
 
  PostedThe 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.
 
  AccountThe Account code.
 
  TypeThe type of Account code. Currently, this will be one of: CostOfGoodsSold, InventoryAssetCOGS, GoodsInTransit, TransferPayable, TransferReceivable, AccruedPayables, AccruedPayablesCredit, AccruedPayablesDebit, InventoryAssetReceived<, InvoiceExpense, Payables, ReturnToVendor, InventoryAsset, ManualInventoryAdjustment
 
  DebitDebit amount
 
  CreditCredit amount
 
  DistributionType, DocumentTypeCan be set under Accounting Setup. Has no real specification, but is available for custom uses
 
  Document TypeCan be set under Accounting Setup. Has no real specification, but is available for custom uses
 
  VendorVendor's name, if applicable to transaction.
 
  VendorCode	Yellow Dog Inventory's Vendor Code.
 
  VendorAccountingID, VendorTermsThis can be set in the Vendor editor and is specific to each Vendor/Store combination.
 
  PONumber, POCommitted, PODescriptionPurchase Order information, if applicable to transaction.
 
  ReceiptNUmber. ReceiptCommitted, ReceiptDescriptionReceipt information, if applicable to transaction.
 
  InvoiceNumber, InvoiceCommitted, InvoiceDescription, InvoiceFullAmount, InvoiceBilled, InvoiceDueInvoice Record information, if applicable to transaction
 
  Reference	Extra information for the transaction.
 
  LineNumberIf this transaction is part of a purchasing document, this will be a line number (roughly).

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
Debit	Debit amount
Credit	Credit amount
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).

Process

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.

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