Ottimate

Overview

Ottimate helps restaurant manage their invoices and provides real-time insight into their expenses. Just upload scanned invoices—we extract the data down to the line item, automatically code them to your GL accounts, and use that information to power your accounts payable and reporting.

For more information, visit www.plateiq.com.

Our EDI Integration with Ottimate processes EDI files uploaded by Ottimate from mulitple vendors as Invoices in Yellow Dog.

Ottimate supplies Yellow Dog with pipe delimited with headers .txt file formats.

These files use the following naming convention - PIQINV-xxxx-[YYYYMMDD]Txxxx

Sync Approach

Two elements are involved in this integration:

Ottimate’s process to send invoices to an FTP location
Yellow Dog’s sync application to download invoices from the FTP location into Yellow Dog

Configuration

The sync can be configured to populate EDI details received from Ottimate as either Invoices or Receipts in Yellow Dog.

Sync Frequency

The Yellow Dog Ottimate will be schedule to run daily but can be adjusted. It will only process invoices as they are supplied by Ottimate.

Requirements

Client

The client will need to request FTP setup to their Ottimate rep and provide credentials to their Yellow Dog Guide.

The client will still be responsible for committing the receipts or invoices in Yellow Dog after review.

Data Mapping

 
   Ottimate File ColumnOttimate Column HeaderYellow Dog Field
  
  1/ALocation IDStore
  
  2/BInvoice DateBilled Date
  
  3/CInvoice TotalInvoice Amount
  
  4/DInvoice Sales TaxTax
  
  5/EInvoice NumberInvoice Number
  
  6/FVendor IDVendor
  
  7/GItem CodeVendor SKU
  
  8/HItem DescripitonItem Description
  
  9/IQuantityQuantity
  
  10/JUnit PriceUnit Price
  
  11/KUnitSize (Dimension1)
  
  12/LSplit CaseY/N - if Yes, YD will look at the Vendor SKU and EDI diemsnion to determine uniqueness and create child items
  
  13/MExtended Price
  
  14/NTaxableBilled
  
  15/OPIQ Invoice IDInvoice Link

Ottimate File Column	Ottimate Column Header	Yellow Dog Field
1/A	Location ID	Store
2/B	Invoice Date	Billed Date
3/C	Invoice Total	Invoice Amount
4/D	Invoice Sales Tax	Tax
5/E	Invoice Number	Invoice Number
6/F	Vendor ID	Vendor
7/G	Item Code	Vendor SKU
8/H	Item Descripiton	Item Description
9/I	Quantity	Quantity
10/J	Unit Price	Unit Price
11/K	Unit	Size (Dimension1)
12/L	Split Case	Y/N - if Yes, YD will look at the Vendor SKU and EDI diemsnion to determine uniqueness and create child items
13/M	Extended Price
14/N	Taxable	Billed
15/O	PIQ Invoice ID	Invoice Link

The integration supports creation of Return to Vendors (Credit Memos) by populating when files continue both negative quantity and extended price (lines 9/I and 13/M)

This integration also supports the addition of expenses. Values provided in 4/D will populate as Sales Tax in additional expenses. When ‘PIQ%’ is supplied in line 7/G, Yellow Dog will create that item as an additional expense in invoicing using the descripition in line 8/H.