Brown County Work Instructions – Receipt of Goods (Inquiry)
End User
Program LOGOs
Type of Work Instructions Viewing Receipt of Goods
Original Author Karrie Revolinski
Date
4/15/15
Work Instructions
Updated Author
Date
Table of Contents….
Scope ....................................................................................................................................................................................................................................... 1
Terms & Definitions ........................................................................................................................................................................................................... 2
Section 1.
Inquiry through Vendor ......................................................................................................................................................... 3
Scope
Purchase orders (POs) are documents of authorization that are issued by a buyer and extended 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. It is required for the Vendor to include
the order number on the invoice for the filled order, making it easy to process the receipt of goods by applying to the correct
Purchase Order.
The creation of the Purchase Order(s) throughout the County is also a decentralized function for each department using their
assigned budget. Detailed approvals are required before a Purchase Order can be printed and / or saved in accordance with
generally accepted accounting principles (GAAP). 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 departments 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 the practice of a three-way match and the receipt of goods is one of the 3 processes to help
to avoid paying an incorrect and perhaps fraudulent invoice. It also 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 (Inquiry)_04152015.docx
Brown County Work Instructions – Receipt of Goods (Inquiry)
Terms & Definitions
Terms
Vendor:
Quote:
Purchase Order:
Quantity
Unit of Measure:
Encumbered Funds:
Receipt of Goods (ROG):
Shipper Number:
Invoice:
Definitions
Company from whom the items are ordered, delivered and invoiced
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.
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Brown County Work Instructions – Receipt of Goods (Inquiry)
Section 1.
1.
Inquiry through Vendor
In the LOGOs system, hover over Financial Management > Inquiries and click on Vendors FIG 1, AS SHOWN
BELOW :
FIG 1
2.
Enter the Vendor Number in the Number field FIG 2
3.
Click Go FIG 3
4.
The vendor will appear on the left side of the screen under Vendors, Click on the folder next to the vendor name
to view more vendor specific information FIG 4
5.
Click on the Purchase Orders to view all Purchase orders created for this vendor. The Purchase order information
will display on the right side of the Vendor Inquiry screen FIG 5, AS SHOWN BELOW:
FIG 2
FIG 3
FIG 4
FIG 5
6.
To view the information about the PO, click on the PO Number FIG 6, AS SHOWN BELOW:
FIG 6
•
•
A detailed Purchase Order window will appear where you can see all transactions pertaining to this PO
If you see a white check mark next to the different sections of the PO, it means there is information about
the PO listed
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Brown County Work Instructions – Receipt of Goods (Inquiry)
7.
To view the Receipt of Goods processed against this PO, click on the Yellow Line – Receipt of Goods FIG 7
FIG 7
8.
To view a ROG Transaction, click on the Receipt Date of the ROG to view more detailed information FIG 8, AS SHOWN
BELOW :
FIG 8
A detailed Receipt of Goods window will open
In this example you can review the Unit of Measure and the amount received
1.
2.
3.
4.
Shipper Number = 2014-00003081 FIG 9.1
Date = 12/8/2014 FIG 9.2
Unit of Measure = EA (each) FIG 9.3
Received = $1,591.20 FIG 9.4
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Brown County Work Instructions – Receipt of Goods (Inquiry)
9.
Click Ok to return to the detailed Purchase Order Screen FIG 9, AS SHOWN BELOW:
FIG 9.1
FIG 9.2
FIG 9.3
FIG 9.4
FIG 9
Do you need to view more Receipt of Goods transactions on this PO?
Yes – Repeat steps 10-12 until you have reviewed all and obtained the required
information
No – X out of the detailed Purchase Order to return to the Vendor Inquiry screen
The End …..
5 of 5 Pages