Work Instructions
Brown County Work Instructions – Receipt of Goods (Correction)
End User
Program LOGOs
Type of Work Instructions Processing Receipt of Goods
Original Author Paula Nachtwey
Date
6/7/10
Updated Author Karrie Revolinski
Date
4/21/15
Table of Contents….
Scope..................................................................................................................................................................................................................... 1
Terms & Definitions ......................................................................................................................................................................................... 2
Receipt of Goods Icons .................................................................................................................................................................................... 2
Purchase Order Flow....................................................................................................................................................................................... 2
Section 1. Logos Receipt of Goods Navigation .................................................................................................................................... 3
Section 2. Receipt Summary Section – To Search .............................................................................................................................. 3
Section 3. Search Receipts ......................................................................................................................................................................... 4
Section 4. Edit Receipt of Goods ............................................................................................................................................................... 5
Section 5. Changing Received Quanity .................................................................................................................................................. 6
Section 6. Deleting the Receipt of Goods ............................................................................................................................................... 6
Section 7. Edit Receipt of Goods … Continued ..................................................................................................................................... 6
Section 8. How to View the Purchase Order ........................................................................................................................................ 7
Scope
Purchase orders (POs) are documents issued by a buyer to a seller. Their main function is to specify the terms of purchase that
will exist between the two entities. The purchase order will identify the vendor who will fill the order, the unit price for the goods
or services provided, and the total purchase price. The Vendor is required to include the order number on the invoice for the
filled order, making it easy to process the receipt of goods by applying it to the correct purchase order.
The creation of purchase orders throughout the County is a centralized and a decentralized function. Approvals are required
before a purchase order can be printed and / or saved. There are six possible levels of approvals that a purchase order may
require based on the commodity and total cost of the purchase order. Your specific department’s purchase order approval
configuration is available on the Brown County INTRANET> Purchasing LOGOS Work Instructions> Purchasing/Receipt of Goods
& Invoice Security. (Click here to be redirected to the Logos ERP Work Instructions Page or for detailed navigation go to SECTION
13. LOGOS WORK INSTRUCTIONS NAVIGATION)
The LOGOs financial system requires a three-way match and the receipt of goods is one of the three processes. LOGOS provides
authorized users the ability to select receipt transactions, maintain receipt of goods information, process receipts and load
transactions. Receipt of Goods is completed at the department level in the Financial Management section of LOGOS. Each
packing slip for item(s) on a purchase order and/or invoice requires a new Receipt of Goods.
X:\LOGOS_New World\Work Instructions\Receipt of Goods\ROG (Corrections)_04212015.docx
Brown County Work Instructions – Receipt of Goods (Correction)
Terms & Definitions
Terms
Definitions
Vendor:
Multiple GL Distribution
V-Pend
C-Pend:
Quote:
Purchase Order:
Quantity
Unit of Measure:
Encumbered Funds:
Receipt of Goods (ROG):
Shipper Number:
Invoice:
Company from whom the items are ordered, delivered and invoiced
Term used to describe the action of spreading costs for an item among more than one GL
account.
Void Pending – if an item or purchase order has been voided (and there has been something
paid at least partially paid on it). It is just a temporary status until the voided purchase order
changes are validated/approved/posted.
Complete Pending - if an item or Purchase order has been completed (and there has been
something paid at least partially paid on it). It is just a temporary status until the changed
purchase order changes are validated/approved/posted.
A document issued by a buyer to a seller. The PO indicates types, quantities, and agreed
prices for goods and/or service(s). Acceptance of a purchase order by a seller forms a
contract between the buyer and seller. It is used to control the purchasing of goods and/or
service(s) from external suppliers and to encumber funds.
A document issued by a buyer to a seller. The PO indicates types, quantities, and agreed
prices for products or services from external suppliers and to encumber funds.
Quantity of the item
Describes the type of quantity
Funds that are already committed to a goods and/or service. If the funds are encumbered
they can only access the specific amount of money assigned to purchase that goods and/or
service(s).
A required function associated with a Purchase Order. The ROG function is the physical
acknowledgment of having received goods and/or service(s).
A number automatically assigned by performing the Receipt of Goods and to be used at the
time of invoicing to create a 3 way match and tie the PO to the ROG and Invoice.
A document issued by a seller to a buyer, relating to a sale transaction and indicating the
product, quantities, and agreed prices for goods and/or service(s) the seller has proved to the
buyer.
Receipt of Goods Icons
Magnifying Glass - opens the “Search Receipts” popup page and places the cursor focus in the Location control
This icon collapses sections throughout Logos. It is hidden if the section is collapsed
Purchase Order Flow
To understand the process of a purchase order, refer to the ‘Purchase Order Flow Chart’
found on the Brown County Intranet.
On the Home page, under the Quick Links: click on the link called LOGOS FINANCIAL
SYSTEM INFO & PROCEEDURES.
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Brown County Work Instructions – Receipt of Goods (Correction)
Section 1.
Logos Receipt of Goods Navigation
Allows authorized users to enter and maintain receipt of goods (vendor deliveries). The user will have the ability to receipt items
that are being delivered as a result of a purchase order. The processing of a receipt authorizes the accounts payable to pay
invoices received for the goods delivered.
1.1 Log into LOGOs
1.2 Click on Financial Management > Receipt of Goods FIG 1.2, AS SHOWN BELOW:
FIG 1.2
Section 2.
Receipt Summary Section – To Search
The Receipt Summary section is located on the left side of the page. The Receipt Summary section allows users to view a list of
processed receipts and/or receipt items.
2.1 Click on the Magnifying Glass Icon in the upper left had side of the Receipt of Summary portion of the screen FIG
2.1
FIG 2.1
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Brown County Work Instructions – Receipt of Goods (Correction)
Section 3.
Search Receipts
There are 8 different fields you will be able to search for the processed ROG to correct. You can use one or a
combination of the fields to perform the search. The more information you know about the ROG to correct
the easier it will be to find by setting the parameters to filter out the unwanted transactions.
3.1 Enter in known information in the below fields accordingly:
Department:
If you have access to more than one department, you will be able to use the drop down and select the
department used to create the PO or process the ROG
Are you unsure about the Department used to process the Purchase Order or ROG?
Yes: Go to SECTION XX. HOW TO VIEW THE PURCHASE ORDER
No: Continue below
Location:
From Receipt Date:
Default to your location
This is a beginning parameter to set for the time period that the ROG may have been processed.
To Receipt Date:
Use the calendar to select the assumed end search date.
Purchase Order:
Searching by the purchasing order number will ONLY populate the purchase order number and no
other parameters are required. MUST use all the zero’s (0).
IE: 2014-00000123
Leave blank
Item:
Vendor:
Vendor Shipper:
Searching by the vendor number will allow all ROG’s to populate based on the beginning and ending
date defined above
Searching by the vendor shipper number will ONLY populate the shipper number and no other
parameters are required. MUST use all the zero’s (0).
IE: 2014-00000123
3.2 Click OK
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Brown County Work Instructions – Receipt of Goods (Correction)
Section 4.
1.
Selecting Receipt of Goods to Correct
On the left side of the screen, results will populate based on the parameters defined. Click on the Vendor Name
Section 5.
Edit Receipt of Goods
4.1 Under Item; on the right side of the screen, Click on the Yellow Highlighted item to be corrected
4.2 The item information will move to the right side of the screen under the Receive Items
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Brown County Work Instructions – Receipt of Goods (Correction)
4.3 Adjust Date: Leave the date to default to today’s date
4.4 Reason Code: Use the drop down arrow to select the reason for the change
•
•
•
•
COUNTING ERROR- COUNTING ERROR
DAMAGE ITEM – DAMAGED ITEM
WRONG DEPARTMENT – ENTERED WRONG DEPARTMENT
WRONG ITEM – WRONG ITEM
What is the Resaon for the Correction?
Counting Error? Correct the Quantity to reflect the correct amount received Continue to SECTION XX.
Damaged Item? Contact the vendor and advise. Damaged Item would be selected if the vendor is
willing to not charge for the item and no further transaction will pertain to this correction. Continue
to SECTION XX.
Wrong Department? ROG will need to be deleted. Continue to SECTION XX. DELETING THE
Wrong Item? Continue to SECTION XX.
4.5 Item: will default from the information entered during the original ROG and cannot be changed
4.6 Description: will default from the information entered during the original ROG
Section 6.
1.
2.
Quantity: Change the quantity to the correct amount received
Continue to SECTION 7. EDIT RECEIPT OF GOODS … CONTINUED
Section 7.
1.
2.
Deleting the Receipt of Goods
Quantity: Change the quantity to Zero (0)
Continue to SECTION 7. EDIT RECEIPT OF GOODS … CONTINUED
Section 8.
1.
2.
3.
Changing Received Quanity
Edit Receipt of Goods … Continued
Unit of Measure: will default from the information entered in the original ROG
Comment: Enter additional comments as needed
Completes PO Item: uncheck box is applicable
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Brown County Work Instructions – Receipt of Goods (Correction)
4.
Click Save
Is there more than one line item to correct?
Yes: Return to SECTION 4. EDI RECEIPT OF GOODS and repeat until all line items have been
corrected
No: The Shipper Number will remain the same and the process ends without change to the
screen as shown below:
Section 9.
1.
How to View the Purchase Order
Purchase Order: Click on the Purchase Order to view
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