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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Orders

* How can I change the Purchasing Agency on my order?
* Can I change the vendor number on an order?
* How do I re-print a purchase order?
* Why is my order at status 426?
* How do I cancel an LDO?
* When I add a new line on OFST, why does the description from the previous line remain?
* How do I change the contract line number if it was entered incorrectly?
* How can I add a no cost or discount item to a Contract Release Order?
* How do I enter multiple accounting distributions?
* How do I cancel a line on a purchase order?
How can I change the Purchasing Agency on my order?

The Purchasing Agency can only be changed if the order status is less than 436.

If commodity lines do not exist: With the order status at 405 and change in the function line, type in the desired Purchasing Agency, then press enter.

If commodity lines exist: You will need to cancel each commodity line on the order before you can change the Purchasing Agency. With the order status at 405 and change in the function line, tab to the commodity line status and change it to 496. The purchasing agency can now be changed. After the change is made to the purchasing agency, change the line status to 405 to re-activate the line.
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Can I change the vendor number on an order?

If the order status is 405: With change in the function line enter the desired vendor number.

If the order status is > 405 and < 436: Change the status of the order to 405, then with change in the function line enter the desired vendor number.

If the order status is equal to or > 436, and the first 9 characters of the vendor number are wrong, the order will need to be canceled, and re-entered using the correct vendor number.

If the order status is equal to or > 436 and only the vendor location code is wrong, the vendor can be changed when payment is made. If the order is an LDO, the location code can be changed on OPAY with the status at 621. If the order is other than an LDO, the location code can be changed on OINV with the status at 621 or 631.
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How do I re-print a purchase order?
If the order status is less than 495, and the Print Flag is equal 'Y', you can re-print your purchase order by changing the status to 440.
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Why is my order at status 426?
Status code 426 means that electronic approvals have been built on the order. To determine the approval type and who the approvals are built for, inquire on the order number on PAPS, spacing out the next 6 fields of information after entering the order number, then press enter. PAPS will display all approvals existing on the order.
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How do I cancel an LDO?

If the order status is 405: Change the status of the order to 496.

If the order status is >405 and < 480: Change the status of the order to 405, then change the status to 496.

If the order status is 480: Reverse post and cancel the invoice (OINV status 660, then 696), then change the status of the order on OFST to 490.
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When I add a new line on OFST, why does the description from the previous line remain?
When you add a new line to an order, AGPS assumes that whatever appears in description line 1 & 2 is the description you want for that item. When you initially add the item, you have the option of entering the item description yourself or if you space out the description line 1 & 2 fields, the CSPC description will default. Once the line is added and the item description has been stored, changes to the description will need to be made on OMOD.
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How do I change the contract line number if it was entered incorrectly?
A change to the order can only be made with the order status at 405. With CHANGE in the function line tab down to the commodity line and enter the correct commodity number, unit of measure and if required enter the catalog number and catalog price, space out the description line 1 & 2 and enter the correct contract and contract line number then press enter. This should update the order line with the corrected contract information.
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How can I add a no cost or discount item to a Contract Release Order?
If a no cost or discount item exists on the contract you can add it to the order, however if one does not exist you can't. You can only add items to a CRO using a valid contract and contract line.
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How do I enter multiple accounting distributions?

Entering multiple Account Distributions should be done in consecutive order (i.e. 1, 2, etc.). There are two methods of accounting in AGPS, line to line and proportional.

Line to Line Accounting: Will allow you to group a range of commodity lines together and charge them to a particular set of coding. For instance, if you have 3 commodity lines on the order and 2 of those lines will be coded the same, you would want to be sure that those two items are entered consecutively. In the first field in the FR/TO section, enter the first commodity line number in the range to be charged to that account distribution, then tab to the second field in the FR/TO section and enter the ending commodity line number in the range. Repeat for each consecutive account distribution.

Proportional Accounting: Will allow you to enter a specific amount of the order to a particular set of coding. For instance, if the total of the purchase order is $100.00 and you want to charge $30.00 to account distribution #1 and $70.00 to account distribution #2, enter the amount on each account distribution line in the amount field (the from/to fields are left blank).
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How do I cancel a line on a purchase order?

If the order status is > 405 and < 436: Change the status of the order to 405. Then with change in the function, tab to the order line status field and change the status to 496 and press enter.

If the order status is equal to or > 436: A change order (CNL) will need to be processed to cancel the order line.
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