Scope. Definitions C-Pend

Transcription

1 Original Author PNachtwey & MHanaway Date 7/6/09 Updated Author Karrie Revolinski Date 12/1/14 Scope A purchase order (PO) is a written contract between buyer and seller detailing the exact merchandise or services being purchased. It will specify payment terms, delivery dates, item identification, quantities, shipping terms and all other obligations and conditions. Purchase orders are prepared at the department level in Logos which creates an encumbrance in their departmental budget. Approvals are required and setup per Department Heads request and in accordance with Administrative Purchasing Policy A-5. Definitions C-Pend Encumbering Multiple GL Distribution PO V-Pend 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. Term used to explain that the dollar value of the purchase order is obligated in the budget against the appropriate GL accounts being used for the purchase order. This allows for real time budget status when the funds are obligated through the purchase order process even though the money is not actually spent until invoicing. Term used to describe the action of spreading costs for an item among more than one GL account. Purchase Order 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. Page 1 of 23

2 Table of Contents Purchase Order Icon Definitions... 2 Purchase Order Process Flow Creating a NEW Purchase Order Purchase Order List Screen Purchase Order Purchase Order (Purchase Order Header) Purchase Order Header (TEMPLATE) Purchase Order Header (COPY PURCHASE ORDER) Purchase Order Header (ONE TIME MESSAGE) Purchase Order (Purchase Order Header Entry) Purchase Order (Purchase Order Line Item) Purchase Order Line Item (ITEM: SEARCH) Purchase Order Line Item (ITEM: ANALYSIS, ITEM SETTINGS & ITEM ASSOCIATE ASSET) Purchase Order Line Item (DESCRIPTION: DETAILED DESCRIPTION) Purchase Order Line Item (G/L ACCOUNT: SEARCH FOR G/L ACCOUNT) Purchase Order Line Item (G/L ACCOUNT: MULTIPLE G/L ACCOUNT DISTRIBUTION) Purchase Order Line Item (CONTRACT: SEARCH & CONTRACT: ANALYSIS) Purchase Order Line Item (EMPLOYEE: SEARCH) Purchase Order (Purchase Order Line Item Entry) Purchase Order (Purchase Order Line Detail Entry) Purchase Order (Purchasing Order Line Radio Buttons) Purchase Order Quotes (Currently Not using this feature) Purchase Order Document (Adding Quotes & Documents to PO) Purchase Order Notes Purchase Order Completion for Approval Purchase Order Approving, Level Purchase Order Print & Post View MyReports Print Paper Copy of Purchase Order Save PDF Formatted Purchase Order PURCHASE ORDER ICON DEFINITIONS At the top of the screen for the Purchase Order is a view of Purchase Order icons which will allow different functions for the Purchase Order as shown below. Hovering over the icon, will change the name at the end of the icon list to explain what the icon is called. Page 2 of 23 X:\LOGOS_New World\Work Instructions\Purchase Orders\01A Purch_ (Detailed)_ docx

3 Icon Icon Name Item List Entry Quotes Documents Notes Validate Print Post Copy Purchase Order One time Message Search Analysis Settings Associate Asset Multiple GL Account Distribution PURCHASE ORDER PROCESS FLOW To understand the process of the purchase order, refer to Purchase Order Flow Chart under Logos ERP Work Instructions on the Brown County Intranet. When processing a Purchase Order as the enterer; required tasks are designated by #2 & #4. Page 3 of 23 X:\LOGOS_New World\Work Instructions\Purchase Orders\01A Purch_ (Detailed)_ docx

4 Work Instructions 1 CREATING A NEW PURCHASE ORDER 1. Log into Logos 2. Hover over Financial Management > Procurement > Purchasing 3. Click on Purchase Orders (Fig 13), as shown below: Fig Purchase Order List screen appears 2 PURCHASE ORDER LIST SCREEN This screen lists the purchase orders that are being processed through all the approval functions and the post & print. 1. Click New (Fig 21), as shown below: Fig 21 Page 4 of 23 X:\LOGOS_New World\Work Instructions\Purchase Orders\01A Purch_ (Detailed)_ docx

5 3 PURCHASE ORDER The below screen appears with the top portion containing purchase order header details. The header contains general information related to the whole purchase order. The bottom portion of the screen is where the purchase order line item details will be entered. While the purchase order (header) can be for one vendor, the purchase order may contain several types of items that can be applied to different General Ledger account numbers, different prices, quantities, etc. (Fig 3), as shown below: 3.1 PURCHASE ORDER (PURCHASE ORDER HEADER) PURCHASE ORDER HEADER (TEMPLATE) To use a Template, refer to work instructions on the Brown County Intranet PURCH PURCHASE ORDER HEADER (COPY PURCHASE ORDER) To copy a Purchase Order, refer to work instructions on the Brown County Intranet PURCH PURCHASE ORDER HEADER (ONE TIME MESSAGE) This one time message will appear on the bottom of the Purchase Order when completed 1. Click on the One Time Message Icon to the left of the description field (Fig ), as shown below: Fig Page 5 of 23 X:\LOGOS_New World\Work Instructions\Purchase Orders\01A Purch_ (Detailed)_ docx

6 2. The one Time Message screen will pop up, Enter in the desired message (Fig ) for the vendor to see 3. When finished, click OK (Fig ), as shown below: Fig Fig You will be redirected back to the Purchase Order screen and an asterisk (*) (Fig ) will appear next to the Header Description Message Icon to identify there is additional description information for this Purchase Order Fig Page 6 of 23 X:\LOGOS_New World\Work Instructions\Purchase Orders\01A Purch_ (Detailed)_ docx

7 3.2 PURCHASE ORDER (PURCHASE ORDER HEADER ENTRY) Enter all purchase order details, in which all required the fields are designated in almond color. Template Department Vendor Description Type Form Type Bill to Location Can be created to expedite entry of information for reoccurring Purchase Orders. For Template instructions, refer to work instructions on the Brown County Intranet PURCH-05 For Copy PO instructions, refer to work instructions on the Brown County Intranet PURCH-02 Your home department will default in this field; only change if necessary by using the drop down to select the correct department Begin typing in the name or account number of the appropriate vendor. A list of available vendors will appear, click on the desired vendor to select. If desired vendor does not appear, besure to try different variations of spelling. If desired vendor still does not appear, complete a New / Change Vendor Request Form found on the Brown County Purchasing Intranet under the FORMS page. Enter a general description of what is being purchased. End with typing your initials and current date. IE: Industrial shredder kar For a ONE TIME MESSAGE instructions, refer to work instructions PURCHASE ORDER HEADER (ONE TIME MESSAGE) in this document above Use the drop down arrow to select Encumbering OR CY for Next Year Encumbering use when creating a Purchase Order using the current years budgeted funds. The PO type will encumber on or commit the funds in the general ledger account providing immediate visibility in your budget CY for Next Year use when creating a Purchase Order in the cureent year with the intention of using next year s funds. This selection is usually used at the end of the year when the budget is not allocated in the Logos system and a PO needs to be created immediately. This PO type DOES NOT encumber funds and is not visible in your budget until payment is issueed for the goods or service. Use the drop down arrow to select Standard Purchase Order This field will default ot your home department. You can change if necessary by using the drop down and selecting the desired departmant location. Purchasing Address This field will default in automatically when the vendor is chosen. Hover over the address, and the full contact address will appear to verify the address is correct To select a different address for the vendor, use the drop down arrow Page 7 of 23 X:\LOGOS_New World\Work Instructions\Purchase Orders\01A Purch_ (Detailed)_ docx

8 G/L Date Defaults to today, change if necessary Deliver by Date This is NOT a required field, but helpful and is encouraged to be used. Enter in the date you need the item or service to be delivered Expiration Date This is NOT a required field, but if the Purchase order is being created for a Purchase with a contract which will include more than the current year, enter in the end date of the contract. This information will be helpful at the end of the year to determine what Purchase Orders can be soft closed. Resolution Number This is NOT a required field, if the Purchase order is being created for a Project, The Project number can be entered in this field. IE: Project XXXX Assign to Buyer Leave Blank 3.3 PURCHASE ORDER (PURCHASE ORDER LINE ITEM) PURCHASE ORDER LINE ITEM (ITEM: SEARCH) 1. Click on the Search Icon (Fig ) to the left of the item field, as shown below: Fig Enter in the known information (Fig ) 3. Click Search (Fig ) 4. To exit this screen, click Cancel (Fig ), as shown below: Fig Fig Fig PURCHASE ORDER LINE ITEM (ITEM: ANALYSIS, ITEM SETTINGS & ITEM ASSOCIATE ASSET) Currently these functions are not used in the PO creation Page 8 of 23 X:\LOGOS_New World\Work Instructions\Purchase Orders\01A Purch_ (Detailed)_ docx

9 3.3.3 PURCHASE ORDER LINE ITEM (DESCRIPTION: DETAILED DESCRIPTION) 1. Click on the Detailed Description Icon (Fig ) to the left of the Description field, as shown below: Fig The one Time Message screen will pop up, Enter in the desired message (Fig ) for the vendor to see on this line item 3. When finished, click OK (Fig ), as shown below: Fig Fig You will be redirected back to the Purchase Order screen and an asterisk (*) (Fig ) will appear next to the Item Description Message Icon to identify there is additional information for this line item Fig PURCHASE ORDER LINE ITEM (G/L ACCOUNT: SEARCH FOR G/L ACCOUNT) 1. Click on the Search for G/L Account Icon (Fig ) to the left of the G/L Account field, as shown below: Fig Enter in the known information (Fig ) a. Department and / or description b. Unclick Asset, Labiality, Fund, Equity, and / or Revenue boxes accordingly 3. Click Search (Fig ), and a list of similar G/L Account numbers will appear with description 4. To select the desired G/L Account number (Fig ), click on the blue number under the G/L Account field, as shown below: Page 9 of 23 X:\LOGOS_New World\Work Instructions\Purchase Orders\01A Purch_ (Detailed)_ docx

10 Fig Fig Fig Your selected G/L Account number will prefill in the G/L Account field (Fig ), as shown below: Fig PURCHASE ORDER LINE ITEM (G/L ACCOUNT: MULTIPLE G/L ACCOUNT DISTRIBUTION) 1. You must first enter in a GL Account number you will use for this item 2. Click on the Multiple G/L Account Icon (Fig ) to the left of the G/L Account field, as shown below: Fig Highlight the 100% and delete (Fig ) 4. Click on the amount field (Fig ), and enter the amount you want applied to this specific GL account. 5. Click on the next line and enter the second account number (Fig ); you want to use (you can also use search). 6. Click on the amount field (Fig ), and enter the amount you want applied to this account number. 7. When you have entered all of your account numbers 8. Click on Save (Fig ) (the amount of the split distribution needs to equal the amount of the purchase order.) The GL distribution you selected now appears on the screen. 9. TO EXIT THE SCREEN: Select Cancel (Fig ) at the bottom of the screen and return to the Purchase Order Entry screen as shown below: Page 10 of 23 X:\LOGOS_New World\Work Instructions\Purchase Orders\01A Purch_ (Detailed)_ docx

11 Fig Fig Fig Fig Fig Fig PURCHASE ORDER LINE ITEM (CONTRACT: SEARCH & CONTRACT: ANALYSIS) Currently these functions are not used in the PO creation Fig PURCHASE ORDER LINE ITEM (EMPLOYEE: SEARCH) Currently this function is not being used on the PO creation Fig PURCHASE ORDER (PURCHASE ORDER LINE ITEM ENTRY) Enter all purchase order details, in which all required the fields are designated in almond color. Item Description Quantity Unit of Measure Page 11 of 23 Select an item from the drop down menu, or start typing the item you are purchasing Item List: refer to work instructions on the Brown County Intranet PURCH-20 Enter a specific description of what is being purchased for this line item Enter in the number of item(s) ordered *** NOTE: Are you going to receive more than 1 invoice on this PO? YES: enter in the $$ amount at $1 each Unsure: enter in the $$ amount at $1 each NO: enter in the quantity at the correct $$ amount Select the appropriate unit if measure from the drop down menu Available list of Unit of Measure below: CS CASE IN INCH SQ YD SQUARE YARD CTN CARTON IT ITEM T TRIP CU YD CUBIC YARD KWH KILOWATT HOUR THERM THERMS DY DAY LB POUND TN TON DZ DOZEN NIGHT NIGHT VS VISIT EA EACH OZ OUNCE WK WEEK FT FEET PKG PACKAGE YD YARD GL GALLON PR PAIR YR YEAR X:\LOGOS_New World\Work Instructions\Purchase Orders\01A Purch_ (Detailed)_ docx

12 Contract HD HUNDRED QT QUART HR HOUR ROLL ROLL Leave blank; this field will not be used at this time 3.5 PURCHASE ORDER (PURCHASE ORDER LINE DETAIL ENTRY) Enter all purchase order details, in which all required the fields are designated in almond color. Vendor Part Number Employee Ship Via Ship To Freight Terms Add if available, otherwise leave blank. This does not currently appear on the PO. If wanted on PO, please input into the description. Leave blank; this field will not be used at this time Select from drop down menu if appropriate or leave blank Home department defaults in this field. Verify Ship To is correct, and edit as needed Select from drop down menu if known, or leave blank 3.6 PURCHASE ORDER (PURCHASING ORDER LINE RADIO BUTTONS) Confirming Request This box may be used in multiple ways Request that the confirmation from the vendor is received that they can meet the PO price, delivery and specifications Following up with an order made previously to avoid duplication of the PO Taxable Item Leave blank; this field will not be used at this time 1099 Item Leave as is (if checked, keep checked; if blank, keep blank) Create New Asset Leave blank; this field will not be used at this time 4 PURCHASE ORDER QUOTES (CURRENTLY NOT USING THIS FEATURE) Currently the Quote screen is not used in the PO creation Fig 4 Page 12 of 23 X:\LOGOS_New World\Work Instructions\Purchase Orders\01A Purch_ (Detailed)_ docx

13 5 PURCHASE ORDER DOCUMENT (ADDING QUOTES & DOCUMENTS TO PO) Adding a document to the Purchase Order helps with the agreement with the vendor. Add a copy of the Contract and / or quote 1. To add document to the PO, Click on the Document icon (Fig 5.1), as shown below: Fig Click Add (Fig 5.2), as shown below: Fig Click Upload (Fig 5.3), as shown below: Fig Click Select Files (Fig 5.4), as shown below: Page 13 of 23 X:\LOGOS_New World\Work Instructions\Purchase Orders\01A Purch_ (Detailed)_ docx

14 Fig Browse computer to choose the file to upload 6. Select the file and Click Open 7. Click Upload (Fig 5.7) 8. X out (Fig 5.8) of pop up screen, as shown below: Fig 5.8 Fig Click Back (Fig 5.9), as shown below: Fig 5.9 Page 14 of 23 X:\LOGOS_New World\Work Instructions\Purchase Orders\01A Purch_ (Detailed)_ docx

15 10. Check radio button next to desired Document (Fig 5.10) 11. Click Filing (Fig 5.11), as shown below: Fig 5.10 Fig Click Finalize (Fig 5.12) 13. X out (Fig 5.13) of pop up Document Screen, as shown below: Fig 5.13 Page 15 of 23 X:\LOGOS_New World\Work Instructions\Purchase Orders\01A Purch_ (Detailed)_ docx

16 Fig After the document has been added to the PO, you will notice an asterisk (*)(Fig 5.14) next to the Document icon, as shown below: Fig PURCHASE ORDER NOTES Adding notes to a Purchase Order can be very helpful, not only to the enterer, but also whoever might view the Purchase Order at any time. It is suggested that any time you make a change or reason why the PO is being created, this information should be documented. 1. To add Notes to the PO, click on the Notes Icon (Fig 6.1), in the upper left hand portion of the screen, as shown below: Fig Click on Add (Fig 6.2), as shown below: Page 16 of 23 X:\LOGOS_New World\Work Instructions\Purchase Orders\01A Purch_ (Detailed)_ docx

17 Fig Add a Subject (Fig 6.3) 4. Add a Message (Fig 6.4) 5. Notify Users (Fig 6.5): Scroll through employee names and click on the appropriate employee, if applicable 6. Click Save (Fig 6.6), as shown below: Fig 6.3 Fig 6.4 Fig 6.5 Fig X out (Fig 6.7) of the screen in the upper right hand side of the screen to bring you back to the Purchase Order Entry Screen, as shown below: Page 17 of 23 X:\LOGOS_New World\Work Instructions\Purchase Orders\01A Purch_ (Detailed)_ docx

18 Fig PURCHASE ORDER COMPLETION FOR APPROVAL 1. Verify all information correct on the Purchase order 2. Click the Save (Fig 7.2) button at the bottom of the PO Entry Screen, as shown below Fig Click Validate Icon (Fig 7.3), as shown below: Fig Click Ok (Fig 7.4), as shown below: Fig Click Approve Icon (Fig 7.5), as shown below: Fig Click Approve button (Fig 7.6), as shown below: Page 18 of 23 X:\LOGOS_New World\Work Instructions\Purchase Orders\01A Purch_ (Detailed)_ docx

19 Fig Click OK (Fig 7.7) to notify the next level approver, as shown below: (Never select a particular person in the available user listing as this may cause system issues.) Fig Hover over the next level approver (Fig 7.8) to find out who is next and send to notify of the pending Purchase Order approval, as shown below: Fig PURCHASE ORDER APPROVING, LEVEL The next step will be the next level approver; this person will have the task on the Logos Home Page in their MyTasks to complete their approval. Refer to LOGOs work instructions Purch07: Department Approvals Page 19 of 23 X:\LOGOS_New World\Work Instructions\Purchase Orders\01A Purch_ (Detailed)_ docx

20 for the approver to follow. When the approvals are completed the PO will be ready to be printed and posted and is a required step described in Step below: 9 PURCHASE ORDER PRINT & POST This is the final step in PO creation and at which time LOGOS provides a Purchase Order Number, so please keep a record of it. 1. Hover over Financial Management > Procurement > Purchasing 2. Click on Purchase Orders (Fig 9.2), as shown below: Fig Click on the Print Icon (Fig 9.3), print in this step of the Purchase Order means the PO will appear in the myreports, as shown below: 4. To physically print the PO, go to Step 11 PRINT PAPER COPY OF PURCHASE ORDER. Fig 9.3 Page 20 of 23 X:\LOGOS_New World\Work Instructions\Purchase Orders\01A Purch_ (Detailed)_ docx

21 5. A list of eligible purchase orders that can be printed are listed. Check the box(s) next to the desired Purchase Order(s) Note: The only time that a Purchase Order will show in the PO list, is when the Print / Post Function has not been completed. 6. Click on the Submit button (Fig 9.6) and the PO will now be assigned a Purchase Order number, as shown below: Fig Click on the Post Icon (Fig 9.7) and all Purchase Orders eligible to be posted will appear 8. Select the Purchase Order(s) you want to Post (Fig 9.8) by selecting the box on the left of the desired PO 9. Click Submit button (Fig 9.9), as shown below: Fig 9.7 Fig 9.8 Fig 9.9 It is important and required to complete all of the necessary steps while processing purchase orders in order for it to process correctly. Page 21 of 23 X:\LOGOS_New World\Work Instructions\Purchase Orders\01A Purch_ (Detailed)_ docx

22 10 VIEW MYREPORTS The purchase order will now appear in the MyReports of the Logos system. Only you will be able to see the reports you have posted and printed. 1. Click on the MyReports Icon (Fig 10.1) to be directed to the report list, as shown below: Fig PRINT PAPER COPY OF PURCHASE ORDER To physically print or save the Purchase Order, click on MyReports icon. (To print directly from the PDF is an easier option or better yet to save to your files and simply the purchase order to your vendor as shown in the next section.) 1. A print and PDF report will appear in the myreports list, check the box (Fig 11.1) next to the Purchase Order Form with the printer icon 2. Click on the print icon (Fig 11.2) in the icon list, as shown below: Fig 11.2 Fig Click OK (Fig 11.3), as shown below: Fig Use the drop down to select the appropriate printer (Fig 11.4) 5. Click ok to print (Fig 11.5), as shown below: Page 22 of 23 X:\LOGOS_New World\Work Instructions\Purchase Orders\01A Purch_ (Detailed)_ docx

23 Fig 11.5 Fig SAVE PDF FORMATTED PURCHASE ORDER 1. A print and PDF report will appear in the myreports list, check the box next to the Purchase Order Form with the PDF icon (Fig 12.1), a preview of the Purchase order will appear on the right side of the screen 2. Scroll to the bottom of the screen, hover at the bottom of the screen (Fig 12.2) until the save icon appears 3. Click on the Save icon (Fig 12.3), as shown below: Fig 12.1 Fig 12.3 Fig Save Purchase Order to the desired location on your computer and name accordingly.the End Page 23 of 23 X:\LOGOS_New World\Work Instructions\Purchase Orders\01A Purch_ (Detailed)_ docx