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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Contracts

* 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?
* How do I view all contracts or a particular contract in CFMS for my agency?
* How do I view all contracts for a particular vendor?
* What is the status flow for contracts?
* Where can I find the reason an encumbrance failed on KENT (status code would equal ENF - Encumbrance Failed)?
* Why did the status code on KENT come back at 833 when I tried to encumber the contract?
* I did not encumber the full amount of the contract. How do I encumber the remaining amount?
* How do I change the location code after the contract has been encumbered?
* How do I change the Vendor Number on KENT for a contract received or approved by the Office of Contractual Review?
* Why am I receiving message 'M246E CONTRACT OFFICER INVALID' on KENT?
* Why am I unable to update the Performance Code field on KENT or KPER?
* How do I copy a contract?
* How do I cancel a contract record that has not been encumbered or approved?
* What does the status code on KENT need to be before encumbering (ENO - Encumber On-line or ENB - Encumber Batch) a contract?
* How do I encumber a contract through the batch (nightly) process?
* Why am I receiving message 'M277E KACG TOTAL NOT = KOFY NTE AMT' while trying to encumber the contract on KENT?
* Why do I receive messages 'M277E KACG TOTAL NOT = KOFY NTE AMT' and 'M278E KOFY NTE NOT = BASE CONT AMT' while trying to encumber the contract on KENT?
* How do I change the base amount on KENT after encumbering the contract?
* How do I change the Begin Date or End Date on KENT after encumbering the contract?
* Can I terminate a contract without canceling the encumbrance?
* Why am I receiving message 'M534E CHG INPUT - DIST NOT PRESENT' while entering KACG?
* How do I set up an agency to receive electronic fund transfers?
* How can I correct the accounting if I accidentally changed the pre-encumber status on KACG to a 1 - Ready To Go To Accounting instead of the encumber status?
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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How do I view all contracts or a particular contract in CFMS for my agency?
KANO lists all contracts by the contracting agency entered on the KENT screen.
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How do I view all contracts for a particular vendor?
KVNO lists all contracts by the vendor number entered on the KENT screen.
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What is the status flow for contracts?

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

Basic status flow for Agency entered and OCR approved contract (if electronic approvals exist, status will go to AWP): INI > RDY > AIN > AWP > APC > SCR > RCR > SSS > ACR
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Where can I find the reason an encumbrance failed on KENT (status code would equal ENF - Encumbrance Failed)?
On KACG, under Reason Codes, number one through four.
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Why did the status code on KENT come back at 833 when I tried to encumber the contract?
If you are in the pause mode while encumbering KENT, the status code will return at 833. Or you may have timed out while trying to encumber. To encumber KENT, change KENT status code back to ENO - Encumber On-line. Status code should return at ENS - Encumbrance Successful.
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I did not encumber the full amount of the contract. How do I encumber the remaining amount?
Process an INC (increase) accounting change type on KAMD.
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How do I change the location code after the contract has been encumbered?
The Office of Contractual Review (OCR) must change location codes on contracts approved by OCR. Agencies may change location codes on contracts approved by the agency.
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How do I change the Vendor Number on KENT for a contract received or approved by the Office of Contractual Review?
Contact the ISIS Help Desk at (225) 342-2677 selecting option #2 then option #3 or the Office of Contractual Review (OCR) at (225) 342-7097.
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Why am I receiving message 'M246E CONTRACT OFFICER INVALID' on KENT?
Ask your Agency System Administrator to verify that the contract officer you are trying to enter on KENT is at an active status on ABUY.
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Why am I unable to update the Performance Code field on KENT or KPER?
If a Contract Review Number exists on KENT, someone with the Office of Contractual Review must update the Performance Code field.
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How do I copy a contract?
Go to KCPY and inquire on the contract you want to copy. Once the desired contract displays, change the status code to CPY - Copy CFMS Contract. The new contract number will be displayed in the Copied to Contract Number field on KCPY.
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How do I cancel a contract record that has not been encumbered or approved?
Change status code on KENT 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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What does the status code on KENT need to be before encumbering (ENO - Encumber On-line or ENB - Encumber Batch) a contract?
APC - Electronic Approvals Complete. If the status code on KENT is greater than APC and you change it to ENO or ENB, the status code will return with APC. You would then change the status code to ENO or ENB a second time to encumber the contract. If encumbering on-line (ENO) the status code should return at ENS - Encumbrance Successful. If encumbering by batch (ENB), the status code should go to ENS after the nightly cycle.
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How do I encumber a contract through the batch (nightly) process?
To encumber a contract through the batch process you must:
1. Change the FY field on KENT to the fiscal year being encumbered.
2. Create a KOFY record for the fiscal year being encumbered.
3. A KACG record with an encumbrance status equal to 1 - Active must exist for the fiscal year being encumbered.
4. Change status code on KENT to ENB - Encumber Batch. Status code should return with ENS -
Encumbrance Successful, after the nightly cycle.
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Why am I receiving message 'M277E KACG TOTAL NOT = KOFY NTE AMT' while trying to encumber the contract on KENT?
Several reasons you might be receiving the above message are:
1. KACG does not exist for the fiscal year being encumbered.
2. Encumber status on KACG does not equal a 1 - Ready To Go To Accounting.
3. KACG P-E/Enc amount does not match the KOFY NTE amount for the fiscal year being encumbered.
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Why do I receive messages 'M277E KACG TOTAL NOT = KOFY NTE AMT' and 'M278E KOFY NTE NOT = BASE CONT AMT' while trying to encumber the contract on KENT?
One reason you would receive the above message(s) 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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How do I change the base amount on KENT after encumbering the contract?
If the Office of Contractual Review approved KENT, you will need to coordinate your efforts with OCR to get the base amount corrected. If the agency approved KENT and there are no amendments, accounting changes or invoices attached to the contract, change status code on KENT to CEN - Cancel Encumbrance On-line to cancel the encumbrance. Status code should return at CES - Cancel Encumbrance Successful. Once the status code is at CES, change status code on KENT to RDY - Ready For Further Processing. You can now update the base amount on KENT. To encumber your contract again, update KOFY, add another KACG and change the status code on KENT to ENO - Encumber On-line.
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How do I change the Begin Date or End Date on KENT after encumbering the contract?
If the Office of Contractual Review approved KENT, you will need to coordinate your efforts with OCR to get the begin date or end date corrected. If the agency approved KENT and there are no amendments, accounting changes or invoices attached to the contract, change the status code on KENT to CEN - Cancel Encumbrance On-line to cancel the encumbrance. Status code should return at CES - Cancel Encumbrance Successful. Once the status code is at CES, change status code on KENT to RDY - Ready For Further Processing. You can now update the begin date or end date on KENT. To encumber your contract again, update KOFY, add another KACG and change the status code on KENT to ENO - Encumber On-line.
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Can I terminate a contract without canceling the encumbrance?
Yes. On KAMD, process an amd/chg type TRM. The encumbrance should only be cancelled after the last invoice has been paid.
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Why am I receiving message 'M534E CHG INPUT - DIST NOT PRESENT' while entering KACG?
While trying to add the KACG record, you entered something in the Change Number field on KACG. Space out the Change Number field and press enter. You should receive Previous Update Successful.
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How do I set up an agency to receive electronic fund transfers?
Several things have to be done before an agency can receive an electronic fund transfer. The agency
receiving the electronic fund transfer has to have a:
1. Vendor number set up with a valid paying agency on VEND.
2. AACG record with an account type of 'D' (seller agency account distribution) for the paying agency entered on VEND. This is where the agency receiving the electronic fund transfer enters the account receiving the funds.
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How can I correct the accounting if I accidentally changed the pre-encumber status on KACG to a 1 - Ready To Go To Accounting instead of the encumber status?

Change the pre-encumber status to a 5 - Inactive. Once, the pre-encumbrance status equals a 5 - Inactive, change the encumber status to a 1 - Ready To Go To Accounting.
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