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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Commodities/Contracts

Commodities/Contracts

* How do I find a commodity number?
* Why do I get an error message 'Subclass/Item level Comm Only' when I try to use the commodity number I chose?
* How do I find out if a commodity is on contract?
* Where can I see the complete contract line description?
* I know the vendor has a contract, how can find the contract number?
* Where can I find the minimum order amount of the contract?
* I know the brand & model number, how can I find the contract and contract line number?
* I have the old contract number, how can I find the new contract number?
* The contract is active, why do I get an error message when trying to enter the line?
* I get an error message saying that the vendor is not in the KVDL.
How do I find a commodity number?
There are 2 screens you can use to find a commodity number by the commodity description:
CDES - This screen can be used to find commodity numbers by the commodity description.
CKWI - This screen can be used to find commodity numbers using key words to identify the item.
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Why do I get an error message 'Subclass/Item level Comm Only' when I try to use the commodity number I chose?
A Commodity Number consists of 11 digits. The first three digits are identified as CLASS, the next 2 digits are SUB CLASS, and the last 6 digits are ITEM. Commodity number 615-18-000101 can be identified as follows:
CLASS
615
SUB-CLASS
18 
ITEM
000101
When entering a purchase order or requisition, you must use a commodity number at the sub-class or item level. For example, you can use commodity number 615-18-00000, which is at the sub-class level. You can also use commodity number 615-18-000101, which is at the item level. However, you cannot use commodity number 615-00-000000, which is at the class level.
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How do I find out if a commodity is on contract?

Inquire on the CAAD screen to determine if a specific commodity is available on an active statewide contract. The agency, sub-agency and valid commodity number is required. Also, the CAWD and CAWA screens will display contracts by the commodity numbers.

You can also use the contract search available on the State Purchasing web site at: http://doa.louisiana.gov/contractsearch/contracts/index.htm
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Where can I see the complete contract line description?

The complete contract line description is found on KMOD. Type GET in the function line, enter the contract number and contract line number and press enter. You can only view 9 lines of description at a time, if the line total is greater than 0009, type GET in the function line and enter D in the SCROLL ACTION field and press enter, this will allow you to see the additional lines of description.
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I know the vendor has a contract, how can find the contract number?

If you know the vendor number, inquire on the vendor number on the KVNO screen. This screen will list all contracts where the vendor is the prime vendor. If the vendor is a distributing vendor, the contract number will not appear. If this search is not successful, you may want to call the vendor.

If you do not know the vendor number but know the vendor name, you can inquire on VNAM to find the vendor number, then try searching the KVNO.
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Where can I find the minimum order amount of the contract?

To find the minimum order amount for a contract, inquire on KON3. The prompt payment discount terms, delivery terms and freight can be found on KON2.
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I know the brand & model number, how can I find the contract and contract line number?

If you know the brand and model number of an item, you can search on KLBN. Inquire on the brand and model number you are searching for and press enter. If the brand and model numbers are entered on the contract line, the contract information will be displayed, however not all contract lines have brand and model numbers.
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I have the old contract number, how can I find the new contract number?

You would search for the new contract by following the same steps as if you didn't have the old contract number. Using the commodity number search on the CAWD, CAAD or CAWA screens.

(If you have the old contract number, you could inquire on the contract number on KONT and write down the contract title. Then, inquire on the contract title on KTLE. If the same contract title is used, the old and new contract would appear).

You can also use the contract search available on the State Purchasing web at: http://doa.louisiana.gov/contractsearch/contracts/index.htm
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The contract is active, why do I get an error message when trying to enter the line?

1. It depends on how the contract is set up whether or not all agencies can purchase from it. Some contracts are set up by purchasing regions, some are agency specific and some are for statewide use. You would determine if your agency is allowed to purchase from the contract as follows:

2. If the contract is a consortia contract (KONT doc type = CS) inquire on the contract, contract line, and catalog item on KLCT. The ship to agency on KLCT would determine whether or not your agency can use the contract line. If a group number (i.e. GRPM00) is in the ship to agency field and you're not sure if your agency belongs to that group, you can inquire on the group number on AGRP. AGRP will list all of the ship to agency numbers associated with that group.

3. If the contract is not a consortia contract, inquire on the contract and contract line number on KLI2. The ship to agency field on KLI2 would determine whether or not your agency can use the contract line. If a region code (i.e. R2) is in the ship to agency field and you're not sure if your agency is in that region, inquire on the region code on BREG. BREG will list all of the parishes within that region. Another screen you can use that will provide you a list of all the region codes used for your parish is BRGI. Using BRGI, inquire on your parish code.
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I get an error message saying that the vendor is not in the KVDL.

If the Prime Vendor field on KONT is 'Y', inquire on the contract number on KVDL and choose an active vendor that will deliver in your area. If you are not sure which Geo Service Area your agency is in, use BREG to inquire on the region code and look for your parish.
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