10.10 Amendment to Purchase Order, CO-95
FORM NAME: AMENDMENT TO PURCHASE ORDER
PURPOSE: Submitted or electronically transmitted to the Comptroller's Accounts Payable Division for all amendments to the existing terms and conditions (including price changes) of
original purchase order. Adjustments to accounting codes and/or commitment amounts should be processed using a Commitment Adjustment/Deletion form CO-958.

Paperless agencies must hold all commitment documents until they ave verified the documents are valid on CAS. After they are valid ("V"), they should be promptly submitted to the Accounts Payable Division for pre-audit.

DISTRIBUTION: VENDOR, COMPTROLLER, BUREAU OF PURCHASES, AGENCY, RECEIVING

COMPLETION INSTRUCTIONS:

Amendment to purchase orders must be submitted in batches with a commitment batch list, form C0-96, attached as the cover sheet.

This form may be used for any adjustment to the original or previously adjusted purchase order (C0-94). Amendment to purchase orders reflect only the change to a purchase order, i.e. net change of amounts from a price increase. Form C0-95 must be used whenever there is a price increase or any other change in terms, except for an allowance of up to 10% for bulk commodities.

Changes to purchase orders for personal property leasing, rental, maintenance, or EDP services must have a new approved SP-10 attached for purchases of $10,000 and over.

Amendments to purchase orders for the installment purchase of equipment must have the FAC approval attached for the change.

ACCOUNTING MANUAL 5-71 OCTOBER 1998

To deobligate a purchase order with "9-9" as the obligated amount complete the following steps:

Paper Processing Agencies:

  1. Decommit any remaining balance, if applicable, in block #21,
  2. The obligated amount in the accounting system reads: 999999999999999 (15 digits).
  3. The total expended amount must be subtracted from the above figure.
  4. The difference is then entered in block # 22 in parenthesis on the purchase order amendment, form CO-95.

Paperless Processing Agencies:

  1. The obligated amount in the Central Accounting System reads: 999999999999999 (15 digits). However since your accounting system has fewer digits you cannot enter a 15 digit number into your system.
  2. Prepare a manual file change to deobligate the difference between CAS obligated amount and your obligated amount. Submit the Commitment Adjustment/Deletion Form CO-958, with document type FC to the Comptroller's Accounts Payable Division.
  3. After the file change has posted, you will still need to decommit the remaining amount of the obligation. You should follow steps 3 and 4 to fully remove this amount.

 

X-REF
NUMBER
MAX
LENGTH
NAME/DESCRIPTION
1 DATE
Current date in month-day-year format
2 NEW COMMITMENT BATCH NO./NEW COMMITMENT BATCH NUMBER
Sequentially assigned by agency within fiscal year.

 

ACCOUNTING MANUAL 5-72 OCTOBER 1998

 

X-REF
NUMBER
MAX
LENGTH
NAME/DESCRIPTION
3 ORIGINAL DOCUMENT NO./ORIGINAL DOCUMENT NUMBER (P.O. NO.)
Enter the number of the original purchase order.
4 AGENCY NAME AND ADDRESS
Submitting agency's name and billing address
5 VENDOR NAME AND ADDRESS
Vendor's name and address
6 ITEM NO./ITEM NUMBER
DAS purchasing classification number
7 DESCRIPTION
Description of change to purchase order, including catalogue number, or contract terms if installment purchase
8 UNIT
Adjustment to item's unit of measurement (e.g. box, case, package, pound)
9 NO. OF UNITS/NUMBER OF UNITS
Adjustment to quantity of purchased units
10 UNIT PRICE
Adjustment to price of purchased units

 

ACCOUNTING MANUAL 5-73 OCTOBER 1998
X-REF
NUMBER
MAX
LENGTH
NAME/DESCRIPTION
11 AMOUNT
Adjustment to number of units x purchase price for each item
12 ACTION CODE
Document action code (C), preprinted
13 DOCUMENT TYPE
Purchase order amendment (PA), preprinted
14 COMMITMENT TYPE
Original document type (PO), preprinted
15 1 LSE.TYP./LEASE TYPE
Enter the indicator from the original purchase order unless the terms of the amendment are changing the type of agreement. For example, if the amendment is converting a simple (operating) equipment lease - indicator "O" - to an installment purchase or a capital lease, then the amendment will show a "C" as lease indicator. (See Sections 5.2-5.4 conditions operations versus capitol.)
16 4 AGENCY NO./AGENCY NUMBER
Submitting agency's number - must be the same as original purchase order
17 DOCUMENT NUMBER
Preprinted number
ACCOUNTING MANUAL 5-74 OCTOBER 1998
X-REF
NUMBER
MAX
LENGTH

NAME/DESCRIPTION
18 4 COMM.AGCY./COMMITMENT AGENCY
Agency number of appropriation charged with commitment. (Refer to agency table #3.2 for valid numbers)
19 8 COMMITMENT NO./COMMITMENT NUMBER
Document number of original purchase order
20 11 VENDOR FEIN/SSN - SUFFIX
List federal employer identification number, social security number, exception code 13, or town code along with a 2 digit suffix number to identify location ONLY when changing number on original purchase order. FEIN/SSN change also requires FC.
The vendor FEIN/SSN, exception code, or town code must exist in the CAS vendor file prior to creating document.
21 15 COMMITTED AMOUNT
Enter the adjustment required by the amendment to the current encumbrances in the appropriation(s) concerned. This amount must equal the sum of the committed amounts on the detail lines (block 26).
22 15 OBLIGATED AMOUNT
Enter the adjustment (increase or decrease) to the total obligation for the purchase order.

 

ACCOUNTING MANUAL 5-75 OCTOBER 1998
X-REF
NUMBER
MAX
LENGTH
NAME/DESCRIPTION
23 8 CONTRACT PERIOD - FOR SERVICES ONLY
If the contract period is not changing, leave blank; If the contract period is being amended, enter the "To" date of the revised contract only. Never change the from date of a contract.
To date: 8 Digits, MM-DD-YYYY format
24 ACTION CODE
Transaction action code (A-add, C-change, D-delete)
25 2 COMM. LINE NO./COMMITMENT LINE NUMBER
Reference the original commitment document's line number for adjustments or deletions. To add a new line to an existing commitment, sequentially add line numbers for new lines.
Up to 99 lines may be used for each document. For additional lines use form C0-956 and write "see attached coding continuation" on last detail line of this document.
26 15 COMMITMENT AMOUNT
Adjustments to the amount of money reserved for the specific appropriation/object combination referenced on this line. The amounts to change the commitment on all detail lines must equal the total committed amount in block 21.
27 4 AGCY./AGENCY
Number of agency charged for appropriation (refer to agency table 3.2 for valid numbers)

 

ACCOUNTING MANUAL 5-76 OCTOBER 1998
X-REF
NUMBER
MAX
LENGTH

NAME/DESCRIPTION
28 7 COST CENTER
Fund & special ID (SID) related to the appropriation which is charged (refer to table 3.1 for valid funds).
29 5 OBJECT
Classification of expenditure discloses the essential nature of the expenditure or actual items being purchased (refer to table 3.4 for valid object numbers. The fifth position of object must be zero unless specifically approved by the Comptroller.
AGENCY TAIL (FUNCTION, ACTIVITY AND EXTENSION)
30 4 FUNCTION
Four position function code used by agencies to further classify the committed amount.
31 9 ACTIVITY
Nine position activity code used by agencies to further classify the committed amount.
32 7 EXTENSION
Field available to agencies for additional classification of commitment. This field will not be data entered centrally.
33 4 FISCAL YEAR
The higher side of the fiscal year must be used; for example, fiscal year 97-98 should be coded as 1998. Leave blank for current fiscal year--system defaults to current fiscal year.

 

ACCOUNTING MANUAL 5-77 OCTOBER 1998
X-REF
NUMBER
MAX
LENGTH
NAME/DESCRIPTION
34 D.P.A. NO./DIRECT PURCHASE AUTHORITY NUMBER
Direct purchase authority - refer to State purchasing manual
35 CONTRACT AWARD NO./CONTRACT AWARD NUMBER
Assigned contract award number
36 PURCHASE REQUISITION NUMBER
Approved purchase requisition number (refer to attached SP-10 form for description)
37 APPROVED BY AGENCY
Individual authorized by the agency head to sign for commitment documents. .
38 PREPARED BY
The individual that can answer specific questions regarding the content of this form.
39 DATE
Current date in month-day-year format
40 FOR COMPTROLLER'S USE ONLY

 

ACCOUNTING MANUAL 5-78 OCTOBER 1998

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10.11 Commitment Adjustment/Deletion, CO-958
FORM NAME: COMMITMENT ADJUSTMENT/DELETION
PURPOSE: Submitted or electronically transmitted to the Comptroller's Accounts Payable Division for the correction, adjustment, or deletion of commitment documents. This form is used to amend accounting and/or amount data and is not to be used to modify terms, conditions, or other "business" aspects of a source document.

Paperless processing agencies are not required to submit AD
documents to the Comptroller's Accounts Payable Division,
with the exception of file change documents (FC). However,
they must be kept on file at the agency.

DISTRIBUTION: COMPTROLLER,  AGENCY

COMPLETION INSTRUCTIONS:

This form should be utilized for all adjustments to commitment accounting codes and/or amounts and is not to be confused with form C0-604, agency correction or adjustment report, which is to be used for amendments to expenditure coding and/or amounts.

Commitment Adjustment/Deletion, Form C0-958, must reference an existing commitment document. The document type, entered in block 10, varies with the specific usage of this form:

Submit separate batches for each document type.

Document Type: Purpose:
AD Used solely to adjust the committed amounts of a commitment document.
FC Used when any commitment information is data entered incorrectly into the system and must be corrected. If initiated at the agency a copy of the original document with the incorrect data must be attached.
The file change may also be used to correct the FEIN/SSN on the commitment. Documentation for the change must be attached to the FC.

 

ACCOUNTING MANUAL 5-79 OCTOBER 1998
Paperless processing agencies must forward the FC to the Comptroller's Accounts Payable Division for audit after the document is electronically transmitted and valid. The AD document does not need to be submitted to the Comptroller.
DD Used when a commitment document appears in error on an agency report and it must be deleted.
The adjustment/deletion forms must be submitted in with a commitment batch list, form C0-96, attached. All information to be modified on the original commitment must be identified. Net changes (amounts) should be used, not the new amount total. These forms must contain a sigature in block 31 and the date in block 32.

 

X-REF
NUMBER
MAX
LENGTH

NAME/DESCRIPTION
1 4 AGENCY NUMBER
Submitting agency's number
2 COMMITMENT BATCH NUMBER
Sequentially assigned by agency within fiscal year.
3 DATE
Current date in month-day-year format
4 AGENCY NAME
.Submitting agency's name
5 TELEPHONE  NUMBER
Preparer's phone number including area code

 

ACCOUNTING MANUAL 5-80 OCTOBER 1998
X-REF
NUMBER
MAX
LENGTH
NAME/DESCRIPTION
6 AGENCY ADDRESS
Submitting agency's billing address
7 VENDOR NAME
Vendor's name
8 EXPLANATION OF ADJUSTMENTS
Explanation of error or correction
9 1 ACT. CD./ACTION CODE
Document action code (C-change, D-delete)
10 2 DOC. TYP./DOCUMENT TYPE
Commitment adjustment (AD), file change (FC), or delete document (DD)
11 2 COM.TYP./COMMITMENT TYPE
.Reference original commitment document type
12 1 LSE. TYP./LEASE TYPE
Lease indicator: Complete this field if document type is FC. Indicate type of lease: capital lease (C) or operating lease (O). Leave blank if no lease applies..
13 4 ORIG. AGCY. NO./ORIGINATING AGENCY NUMBER
Submitting agency's number - must be same as original source document.

 

ACCOUNTING MANUAL 5-81 OCTOBER 1998
X-REF
NUMBER
MAX
LENGTH

NAME/DESCRIPTION
14 DOCUMENT NO./DOCUMENT NUMBER
Preprinted number
15 4 COMM. AGCY./COMMITMENT AGENCY
Agency number of appropriation charged with commitment. (Refer to agency table #3.2 for valid numbers)
16 8 COMM. NO./COMMITMENT NUMBER
Document number of original commitment document
17 11 VENDOR FEIN/SSN - SUFFIX
Doc types AD & DD - leave blank

Doc type FC - complete only if changing the FEIN/SSN number -

18 15 COMMITTED AMOUNT
The total adjustment to the amount of money reserved by the related purchase order. This amount must equal the sum of the committed amounts on the detail lines (block 23).
19 15 OBLIGATED AMOUNT
Complete this block if document type equals FC - enter adjustment to the obligated amount on the original document.

 

ACCOUNTING MANUAL 5-82 OCTOBER 1998
X-REF
NUMBER
MAX
LENGTH

NAME/DESCRIPTION
20 12 CONTRACT PERIOD
If an AD leave blank.

If an FC, complete only when commitment type is RL, and the To date is being amended or if the original document was incorrectly data entered. Never change the From date on an existing lease.

21 1 ACT. CD./ACTION CODE
Transaction action code (A-add, C-change, D-delete)
22 2 COMM. LINE NO./COMMITMENT LINE NUMBER
Reference the original commitment document's line number for adjustments or deletions. To add a new line to an existing commitment, sequentially add line numbers for new lines.
23 15 COMMITTED AMOUNT
Adjustments to the amount of money reserved for the specific appropriation/object combination referenced on this line. The amounts to change the commitment on all detail lines must equal the total committed amount in block 18.
24 4 COMM. AGCY./COMMITMENT AGENCY
Agency number of appropriation charged with commitment. (Refer to agency table #3.2 for valid numbers)
25 7 COST CENTER
Fund & special ID (SID) related to the appropriation which is charged (refer to table 3.1 for valid funds).

 

ACCOUNTING MANUAL 5-83 OCTOBER 1998
X-REF
NUMBER
MAX
LENGTH

NAME/DESCRIPTION
26 5 OBJECT
Classification of expenditure discloses the essential nature of the expenditure or actual items being purchased (refer to table 3.4 for valid object numbers). The fifth position of object must be zero unless specifically approved by the Comptroller.
AGENCY TAIL (FUNCTION, ACTIVITY AND EXTENSION)
27 4 FUNCTION
Four position function code used by agencies to further classify the committed amount.
28 9 ACTIVITY
Nine position activity code used by agencies to further classify the committed amount.
29 7 EXTENSION
Field available to agencies for additional classification of commitment. This field will not be data entered centrally.
30 4 FISCAL YEAR
The higher side of the fiscal year must be used; for example, fiscal year 97-98 should be coded as 1998. Leave blank for current fiscal year--system defaults to current fiscal year.
31 AUTHORIZED BY
Authorized signature
32 DATE
Date in month-day-year format that the agency signed this form.

 

ACCOUNTING MANUAL 5-84 OCTOBER 1998
X-REF
NUMBER
MAX
LENGTH

NAME/DESCRIPTION
33 ACCOUNTS PAYABLE DIVISION APPROVAL
Authorized signature (required only for document types DD and FC)
34 DATE
Date in month-day-year format that APD signed this form.

 

ACCOUNTING MANUAL 5-85 OCTOBER 1998

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10.12 Commitment Detail Coding Continuation, CO-956
FORM NAME: COMMITMENT DETAIL CODING CONTINUATION
PURPOSE: Submitted or electronically transmitted to the Comptroller's Accounts Payable Division for continuation of detail coding information, related to a commitment document.
DISTRIBUTION: ATTACHED TO A SOURCE DOCUMENT WHEN ADDITIONAL LINES OF CODING ARE REQUIRED

COMPLETION INSTRUCTIONS:

This form is to be used when additional detail coding lines are needed for a commitment document.

The completion instructions related to the commitment document should be followed. Indicate on the last detail coding line of the commitment document that this continuation form is being used. A total of 99 detail lines may not be exceeded for any commitment document (including any modifications to the document).

X-REF
NUMBER
MAX
LENGTH
NAME/DESCRIPTION
1 4 AGENCY NUMBER
Submitting agency number (refer to agency table 3.2 for valid numbers).
2 5 BATCH NUMBER
Commitment batch list number from C0-96.
3 10 DOCUMENT NUMBER
The document number assigned to the attached commitment document.

 

ACCOUNTING MANUAL 5-86 OCTOBER 1998
X-REF
NUMBER
MAX
LENGTH

NAME/DESCRIPTION
4 1 ACTION CODE
Transaction action code (A-add, C-change,
5 2 LINE NUMBER
Sequentially assign line numbers, continuing from commitment document, to each new detail line. For adjustments or deletions, reference the original commitment document's line number. Up to 99 lines may be used for each document. This line number will be referenced by expenditure documents to liquidate detail commitment line items.
6 15 COMMITTED AMOUNT
The amount of money to be reserved for the specific appropriation/object combination referenced on this line. The committed amount on all detail lines must equal the total committed amount on the attached commitment document.
7 4 AGENCY
Number of agency charged for appropriation (refer to agency table 3.2 for valid numbers).
8 7 COST CENTER
Fund & special ID (SID) related to the
appropriation which is charged (refer to table 3.1 for valid funds).
9 5 OBJECT
Classification of expenditure discloses the essential nature of the expenditure or actual items being purchased (refer to table 3.4 for valid object numbers). The fifth position of object must be zero unless specifically approved by the Comptroller.

 

ACCOUNTING MANUAL 5-87 OCTOBER 1998
X-REF
NUMBER
MAX
LENGTH

NAME/DESCRIPTION
10 4 FUNCTION - Four position function code used by agencies to further classify the committed amount.
11 9 ACTIVITY - Nine position activity code used by agencies to further classify the committed amount.
12 7 EXTENSION
Field available to agencies for additional classification of commitment. This field will not be data entered centrally.
13 4 FISCAL YEAR
The higher side of the fiscal year must be used; for example, fiscal year 97-98 should be coded as 1998. Leave blank for current fiscal year--system defaults to current fiscal year.

 

ACCOUNTING MANUAL 5-88 OCTOBER 1998

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10.13 Claims Authorization Card, CO-512
FORM NAME: CLAIMS AUTHORIZATION CARD
PURPOSE: Verify signature authenticity on encumbrance and expenditure batches.
DISTRIBUTION: COMPTROLLER,  AGENCY

COMPLETION INSTRUCTIONS:

A new claims authorization card is required at the start of each new fiscal year. The cards will be mailed to your agency approximately one month before. Return the completed card to the Accounts Payable Division. A new card is required whenever a change occurs, i.e. new employee, employee departure, name change, etc. Please prepare a separate card for authorized employees at different locations.

New cards are available in the Comptroller's Accounts Payable Division, audit section/claims.

X-REF
NUMBER
MAX
LENGTH

NAME/DESCRIPTION
1 AGENCY NO./AGENCY NUMBER
Agency number - one per card.
2 AGENCY NAME
Submitting agency's name.
3 PHONE NO./PHONE NUMBER
Telephone number of the business office.
4 FISCAL YEAR
Fiscal year the card is prepared for.
5 AGENCY ADDRESS
Submitting agency's address.

 

ACCOUNTING MANUAL 5-89 OCTOBER 1998
X-REF
NUMBER
MAX
LENGTH

NAME/DESCRIPTION
6 FAX NUMBER
Submitting agency's fax number
7 SIGNATURE
Individual's signature
8 NAME (TYPE)
Type or print the name of the above signature.
9 TITLE
Title of the above individual.
10 AGENCY HEAD AUTHORIZATION
Signature of the agency head.
11 TITLE
Title of the agency head.
12 DATE
Current date in month-day-year format.

 

ACCOUNTING MANUAL 5-90 OCTOBER 1998

Exhibit 5-13

co512.gif (20222 bytes)

Paperless agencies:

When an agency has been approved to convert to paperless processing, a new claims authorization card (CO-512)must be submitted to the Comptroller's Accounts Payable Division. Only agency personnel who are authorized to approve (audit release/post) payments or encumbrancesshould be included on this card.

The agency must stipulate after the individuals name whether the individual will audit release/post expenditures or encumbrances.

Do not submit names on the signature card of personnel who do not have audit release/posting authority.

A new card is required at the start of each fiscal year. New cards are also required whenever a change occurs, (i.e. add, delete or change authorized personnel to audit release/post)

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