Division of Administration - Kristy Nichols, Commissioner - State of LouisianaState of Louisiana - Office of Information Services
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Tel: (225) 342-0900
Fax: (225) 342-0902

Mailing Address:
P.O. Box 94095
Baton Rouge, LA 70804-9095

Physical Address:
Claiborne Building
1201 N. Third Street, Suite 2-190
Baton Rouge, LA 70802
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Amendments

* Why am I receiving the message 'USER ALREADY SIGNED ON ELSEWHERE' when trying to sign on to CFMS? 
* Why am I receiving the message 'FUNCTION NOT DEFINED' when entering an action in the Enter Function field?
* What is the status flow for amendments?
* What change type do I use on KAMD when changing the scope of services on a contract? 
* When do I use a TRM change type on KAMD?
* Why am I receiving edit 'M777E AMD NUM CALCULATED-CAN'T ENTER' on KAMD?
* I have an amendment which changes the base amount of the contract. How do I update the base amount on KENT?
* I have an amendment which changes the revised begin and/or end date on KENT. How do I revise the begin and/or end date on KENT?
* Why am I receiving message 'M817E IN REVIEW - ONLY CHG STATUS' while changing a field on KAMD?
* I received an amendment from the Office of Contractual Review (OCR) at a RWA - Returned Without Action status. What does that mean?
* How do I cancel a contract record that has not been encumbered?
* How do I terminate a contract without canceling the encumbrance?
* What does the status code on KAMD need to be before I encumber an amendment ? (ENO - Encumber On-line)
* Why did the status code on KAMD come back at 833 when I tried to encumber the contract amendment?
* Why am I receiving message 'M348E KCAC AMT NOT = KOFY FY AMT' while trying to encumber the contract amendment on KAMD?
* Where can I find the reason an encumbrance failed on KAMD (status code would equal ENF - Encumbrance Failed)?
* Why does KAMD status code equal ENF - Encumbrance Failed and KACG Reason Code equal 'A411E :PO DOC NOT FOUND'?
* Why am I receiving message 'M991E ENC AMOUNT > BASE AMOUNT' while trying to encumber on KAMD?
* How do I cancel the encumbrance on a contract that has been terminated?
Why am I receiving the message 'USER ALREADY SIGNED ON ELSEWHERE' when trying to sign on to CFMS?
Check to see if you are already signed on to CFMS. If not, your User ID may be looping. Contact the Office of Information Services at (225) 342-4730 and ask for your User ID to be released.
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Why am I receiving the message 'FUNCTION NOT DEFINED' when entering an action in the Enter Function field?
The cursor is not in the first character of the Enter Function field or you are entering an invalid function for the screen you are on. To make certain the cursor is on the first character of the Enter Function field, press the Home key on the keyboard.
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What is the status flow for amendments?

The Basic status flow for agency approved amendments (if electronic approvals exist, status will go to AWP): INI > RDY > AIN > AWP > APC

Basic status flow for agency entered and OCR approved amendments (if electronic approvals exist, status will go to AWP): INI > RDY > AIN > AWP > APC > SCR > RCR > SSS > ACR
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What change type do I use on KAMD when changing the scope of services on a contract? 
Process an AMD change type on KAMD. If an amendment were being processed, you would enter a description of the changes being made on the KCTX screen. This is the description screen for amendments. You would not update KDES, which is the contract description screen.
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When do I use a TRM change type on KAMD?
If a contract were terminated by letter instead of by amendment, you would use change type TRM on KAMD.
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Why am I receiving edit 'M777E AMD NUM CALCULATED-CAN'T ENTER' on KAMD?
CFMS defaults the Amd/Chg Number field with the next assignable Amd/Chg Number. Delete the Amd/Chg Number and press enter. You should receive PREVIOUS UPDATE SUCCESFULL.
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I have an amendment which changes the base amount of the contract. How do I update the base amount on KENT?
Process an AMD change type on KAMD. The AMD amount can be positive, negative or zero (scope of service changes or revised dates) and should only reflect the increase or decrease of the base contract amount. The base amount on KENT will update upon entering a date approved on KAMD.
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I have an amendment which changes the revised begin and/or end date on KENT. How do I revise the begin and/or end date on KENT?
Process an AMD change type on KAMD. Contract Revised Begin and Contract Revised End fields are only entered on KAMD when the actual begin or end date of the contract is being revised on a legal amendment. The Revised Begin Date and/or Revised End Date on KENT will update upon entering a date approved on KAMD.
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Why am I receiving message 'M817E IN REVIEW - ONLY CHG STATUS' while changing a field on KAMD?
KAMD has an OCR Received Date. Contact the Office of Contractual Review (OCR) at (225) 342-7097.
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I received an amendment from the Office of Contractual Review (OCR) at a RWA - Returned Without Action status. What does that mean?
If OCR cannot approve the document, it may be returned to the agency for corrective action and the status will be set to RWA. The agency must change the status to RDY - Ready For Further Processing before they are able to continue processing it in the CFMS. Once corrected, the agency will have to follow the same status flow to re-submit the amendment to OCR.
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How do I cancel a contract record that has not been encumbered?
Change status code on KAMD to RDY - Ready For Further Processing. Once the status code equals RDY, change the status to CXM - Cancel System Record. You may want to enter the reason for canceling the system record on KNTE (contract notes).
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How do I terminate a contract without canceling the encumbrance?
Use KAMD, amendment change type TRM. The encumbrance should only be cancelled after the last invoice has been paid.
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What does the status code on KAMD need to be before I encumber an amendment ? (ENO - Encumber On-line)
APC - Electronic Approvals Complete. If the status code on KAMD is greater than APC and you change it to ENO, the status code will return with APC. You would then change the status code to ENO a second time to encumber the amendment. The status code should return at ENS - Encumbrance Successful.
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Why did the status code on KAMD come back at 833 when I tried to encumber the contract amendment?
If you are in the pause mode while encumbering KAMD, the status code will return at 833. Or you may have timed out while trying to encumber. To encumber KAMD, change KAMD status code back to ENO - Encumber On-line. Status code should return at ENS - Encumbrance Successful.
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Why am I receiving message 'M348E KCAC AMT NOT = KOFY FY AMT' while trying to encumber the contract amendment on KAMD?
One reason you would receive the above message is because the KOFY NTE amounts do not total the base amount on KENT. If the KOFY NTE amounts match the base amount on KENT, contact the ISIS Help Desk at (225) 342-2677 selecting option #2 then option #3.
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Where can I find the reason an encumbrance failed on KAMD (status code would equal ENF - Encumbrance Failed)?
On KCAC, under Reason Codes, number one through four.
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Why does KAMD status code equal ENF - Encumbrance Failed and KACG Reason Code equal 'A411E :PO DOC NOT FOUND'?
You might be receiving the above message if the fiscal year field on KENT is a different fiscal year other than the one you are encumbering in.
To correct the record you would: 
1. Change the FY field on KENT to the fiscal year being encumbered.
2. Change the encumbrance status from a 4 - Failed Accounting Processing to a 1 - Ready To Go
To Accounting.
3. Change status code on KAMD to ENO - Encumber On-line. Status code should return with ENS - Encumbrance Successful.
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Why am I receiving message 'M991E ENC AMOUNT > BASE AMOUNT' while trying to encumber on KAMD?
The base amount on KENT will update upon entering a date approved on KAMD. Enter a
date approved on the KAMD, AMD change type, you are trying to encumber. Once a
valid approval date exists on KAMD; change the status code to ENO - Encumber On-line.
Status code should return with ENS - Encumbrance Successful.
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How do I cancel the encumbrance on a contract that has been terminated?

Process a CNB accounting change type on KAMD after the last invoice has been paid.
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