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New World (LOGOS) Financial System Info & Procedures


Page Index


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VERSION 2018.1 - Upgrade Documentation

Section 01.
Overview, Flow Chart, User Security Listing, Terms & Definitions
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Accounts Payable Purchasing
Section 02. Accounts Payable
Section 07.Vendors
Section 03. Annual Budget
Section 08.When to Create a Purchase Order
Fixed Assets Section 09.Creating a Purchase Order
Section 20. Fixed Assets
Section 10.Purchase Order Item Listing
Finance Section 11.Adding a Document to a Purchase Order
Section 04. General Ledger & Inquiry
Section 12.Approval Requirements of a Purchase Order
Section 05. Reports
Section 13. Purchasing Journal Processing
Misc. Billing Section 14. Receipt of Goods Processing
Section 06. Miscellaneous Billing
Section 15. Changing a Purchase Order
Revenue Collection Section 16. Closing a Purchase Order
Section 19. Revenue Collection
Section 17.Purchase Order Inquiry
Section 18.Purchasing Reports

Section 01. Overview, Flow Chart, User Security Listing and Terms & Definitions

Reference #

Decription

Date Updated

1.Overview - Logos Financial System Software
2.Purchase Order Flow Chart2/17/2014
3.Work Flow Buttons - Logos Financial System Softwarerefer to AP-0
4.Security Master Listing - Logos Financial System12/13/2016
5.Terms & Definitions - Logos Financial System Software2/8/2016
6.Purchase Order - Standard Terms & Conditions9/29/2014

Section 02. Accounts Payable

Work Instruction #DescriptionDate Updated
AP-0Work Flow Buttons
AP-1Invoice Batch Entry7/6/2009
AP-2Invoice Entry - Full7/9/2009
AP-3Invoice Entry - Quick Entry7/9/2009
AP-4Invoice Entry - Select Shipper7/6/2009
AP-5Out of Balance Batch Correction7/9/2009
AP-6Vendor Inquiry7/6/2009
AP-7Department Approver7/6/2009
AP-8Invoice Entry - Retainage9/16/2010
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Section 03. Annual Budget

Work Instruction #Description Date Updated
BUD-1Annual Budget Processing - Overview6/19/2009
BUD-2Annual Budget Processing - Budget Entry6/19/2009
BUD-3Annual Budget Processing - Budget Worksheet6/19/2009
BUD-4Annual Budget History10/30/2012
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Section 04. Finance - GL & Inquiry

Work Instruction #Description Date Updated
GL-01Standard Journal Entry1/8/2014
GL-02Journal Entry Approval7/20/2009
GL-03Journal Entry Posting7/20/2009
GL-04Create a Journal Entry Template7/20/2009
GL-05Journal Entry from Template7/20/2009
GL-06Recreating a Journal Entry7/20/2009
GL-07Reversing a Journal Entry7/20/2009
Journal Entry with Cash Transaction7/20/2009
GL-09Inquiry9/24/2010
GL-10Inquiry - GL Organizations9/28/2010
GL-11Inquiry - Accounts9/27/2010
GL-12Inquiry - GL Transactions9/24/2010
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Section 05. Finance - Reports

Work Instruction #DescriptionDate Updated
RPT-1Detail General Ledger9/19/2012
RPT-2Balance Sheet7/10/2009
RPT-3Income Statement7/10/2009
RPT-4Budget Performance10/14/2010
RPT-5Budget Performance by Classification8/22/2009
RPT-6Load a Saved Report - Classification8/22/2009
RPT-7MyReports8/22/2009
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Section 06. Misc. Billing

Work Instruction #DescriptionDate Updated
MB-01Entering an Invoice
MB-02Adjusting Invoiced Billed Amount8/20/2014
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Section 07. Vendors

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To add a new vendor or make a change to an existing vendor, Departments are required to complete an 'Add New or Change Vendor Information' request form (found on the Administrative Forms page).

The completed form must be emailed to
BC_Administration_Purchasing@co.brown.wi.us.

Please NOTE-there is a 24-48 hour turnaround time frame for the vendor to be added or changed in the Logos Financial System. Any urgent requests contact purchasing at (920) 448-4040.
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Work Instruction #DescriptionsDate Updated
P100Vendor Entry (replaces P-11A)8/19/2013
AP-6Vendor Inquiry (reference Section 2. above)-
P120Vendor Change (replaces P11B)5/10/2013
P130Vendor Merge (replaces P27)4/22/2012
P140Vendor Audit (replaces P29)5/21/2012
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Section 08. When to Create a Purchase Order

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Purchase orders (POs) are contracts issued by a buyer and extended to a seller. There 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.
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A Purchase Order is required for:
  • Any purchase over $1,000 and not using the P-Card for payment
  • Outlay
No Purchase Order is required for:
  • Any purchase under $1,000
  • Non-Outlay purchase between $1,000-$5,000 and if cardholder has authorized single purchase limit up to the purchase amount
5/12/2016
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Section 09. Creating a Purchase Order

Work Instruction #DescriptionDate Updated
P210Create NEW Purchase Order (Current Year - Detailed) (replaces P01A)12/1/2014
P215Create NEW Purchase Order (Current Year - Quick View) (replaces P01B)7/2/2015
P220Create NEW Purchase Order (CY for Next Year) (replaces P10)11/11/2011
P230Create NEW Purchase Order (Using Copy) (replaces P02)8/10/2011
P240Create NEW Purchase Order (Using Template)8/10/2011
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Section 10. Purchase Order Item Listing

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Work Instruction #DescriptionDate Updated
P269Item Listing (Full Report) (replaces P20)7/14/2010
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Section 11. Adding a Document to a Purchase Order

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Work Instruction #DescriptionDate Updated
P270Add Document (Before Assigned PO Number) 7/13/2015
P280Add Document (Through Inquiry)5/25/2016
P290Add Document (Through Change)7/13/2015
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Section 12. Approval Requirements of a Purchase Order

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About the Approval Function
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Purchase Order approval is required on all purchase orders created based on the department, commodity and the total amount of the purchase order. Each county department, usually the department head, submits a request to Administration for user approval security levels.
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There are a total of six (6) possible levels of approvers required on any given purchase order. Below are the definitions of the Level approvers and what requirements define that level.
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Level ApproverDescription$ Amount
1


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Creator / Enter has the authority to enter and prepare a purchase order; and who can also make changes to open purchase orders within their department. The Creator / Enterer is also required to validate and approve the purchase order to push the purchase order through the required approval function.ALL
2Technology Service is required with the purchase order item is a computer software or hardware item.ALL
3

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The Department selects an approver whom can be a supervisor, department head or designee within the department who has the authority to approve transactions and/or obligate funds.< $500 > $1000
4The Department is required when the purchase order is under $4999< $4999
5
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The Purchasing Department is required when the purchase order is over $5000> $5000
6The Department Head is required when the purchase order is over $5000> $5000

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Work Instruction #DescriptionDate Updated
Approval Processing Level 2 - 6 (P07)4/14/2016
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Section 13. Purchasing Journal Processing

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Work Instruction #DescriptionDate Updated
P400Journal Entry - PART 1 (Encumbrance Adjustment) (replaces P16A)3/13/2011
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Section 14. Receipt of Goods Process

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About Receipt of Goods
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The LOGOs financial system requires 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.
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Work Instruction #DescriptionDate Updated
P500Create NEW Receipt of Goods9/9/2016
P510Make Corrections to Receipt of Goods (replaces P-04B)9/25/2015
P520Receipt of Goods Inquiry (replaces P04C)9/14/2016
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Section 15. Changing a Purchase Order

Work Instruction #DescriptionDate Updated
P600Change Purchase Order Navigation2/12/2016
P601Change or Add information on Purchase Order (replaces P06)8/22/2011
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Section 16. Closing Purchase Orders

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About Closing Purchase Orders
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Purchase Orders may be closed manually for various reasons including incorrect vendor, not closed at time of processed receipt of goods and/or invoicing, quantity being less than originally planned, cancelling and/or end of year processing. Closing the unnecessary open purchase order(s) will free up pre-encumbered funds and released them back to the department's budget.
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It is encouraged to close out Open Purchase Orders as soon as possible. Thus manually closing out a purchase order can be performed at any time during the month and is a task performed by the purchase order creator.
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Work Instruction #DescriptionDate Updated
P700Determine How a Purchase Order was Closed (replaces P30)4/18/2013
P710Close PO (Manually) (replaces P15)4/17/2013
About Closing Purchase Order - Year End
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At the end of each year, purchase orders and the related encumbrances must be closed out properly. If not properly closed, it will create a negative encumbrance in the following year. Both ‘Current Year for next year Purchase Orders’ and ‘Encumbering’ Purchase Order Types should follow this process. This procedure explains the proper technique for closing/voiding purchase orders at year end. If the good or service will not be received until the subsequent year, please inform Purchasing so a soft close carryover to move the encumbrance to the subsequent year can be completed. Remember – a soft close carryover does not affect budget dollars. If the budgeted funds need to be transferred to the following year, please adhere to the finance procedure for budget carryovers.
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To search for Open POs see work instruction P924 PO Report - Open in Section 18. below
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Work Instruction #DescriptionDate Updated
P740Close PO - Year End (replaces P23)2/8/2016
About Soft Close
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Encumbrances created by a purchase order if not properly closed at year end will create a negative encumbrance in the subsequent year. This procedure explains the proper technique for closing/voiding purchase orders at year end. If the good or service will be received in the subsequent year, please inform Purchasing so a soft close to move the encumbrance to the subsequent year can be completed. Remember – a soft close does not affect budget dollars. If the funds need to be transferred to the subsequent year, please adhere to the finance procedure for budget carryovers.
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Work Instruction #DescriptionDate Updated
P750Close PO (Year End - Soft)12/29/2016
Understanding a Soft Close Transaction
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Section 17. Purchase Order Inquiry

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The Inquiry option allows authorized users to view information about a particular purchase order.
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Work Instruction #DescriptionDate Updated
P800Inquiry - View Details of a Purchase Order (replaces P03)10/24/2013
P801Determining How a Purchase Order was Closed (replaces P30)4/18/2013
P815Search Year Purchase Order Created3/9/2017
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Section 18. Purchasing - Reports

Work Instruction #DescriptionDate Updated
P900
Overview of Purchasing Reports8/31/2011
Vendor Invoice Summary (replaces P21)8/11/2011
P911
Vendor Payment Inquiry-
PO Report - by GL Distribution (replaces P13)10/17/2012
P921
PO Report - Edit, Open, Complete, Void-
P922
PO Report - Encumbrance Recon-
PO Report - Item Analysis (replaces P19)8/10/2011
PO Report - Open (replaces P08)2/14/2012
P925
PO Report - Print Edit Error-
GL Distribution (AP)9/21/2012
P951
GL Report - Detailed-
P960
Over Budget Processing-
P970
Encumbrance Procedures-
Receipt of Goods (replaces P09)9/30/2010
P980
Requisition-
P990
User Security Report-
P995
Invoice Summary (AP)-
P999
End Year Reports-
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Section 19. Revenue Collection

Work Instruction #DescriptionDate Updated
RC-1Creating a Receipt Batch9/27/2013
RC-2Receipting Counter Revenue9/27/2013
RC-3Deposit Receipt Revenue10/15/2014
RC-4Voiding a Receipt10/7/2013
RC-5Closing a Receipt Batch10/7/2013
RC-6Receipt Inquiries10/7/2013
RC-7Receipt Reports10/7/2013
RC-8Importing a Receipt Batch3/27/2015
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Section 20. Fixed Assets

Reference #DescriptionDate Updated
1Fixed Assets Reference Manual5/18/2017
2Fixed Asset Addition Form6/13/2017
3Fixed Asset Disposal Form5/18/2017
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