IDEAS Update changes location of purchase order information To: "AO - All Administrative Officers" Subject: IDEAS Update changes location of purchase order information Date: Sat, 24 Feb 1996 13:24:38 -0500 From: "Alice A Sabatini, Administrative Officer, Reston, VA" The following is forwarded for your information. ------- Forwarded Message Return-Path: dpalmqui@WPOSMTPGW.ER.USGS.GOV Received: from igsrsparc1.er.usgs.GOV (igsrsparc1.er.usgs.gov [130.11.48.89]) by operqvarsa.er.usgs.GOV (EMAIL 1.2.1) with ESMTP id RAA09769 for ; Fri, 23 Feb 1996 17:05:18 GMT Received: from WPOSMTPGW.ER.USGS.GOV (wposmtpgw.er.usgs.gov [130.11.55.105]) by igsrsparc1.er.usgs.GOV (EMAIL 1.2.1) with SMTP id MAA13625; Fri, 23 Feb 1996 12:04:18 -0500 Received: from IGSOPS-Message_Server by WPOSMTPGW.ER.USGS.GOV with Novell_GroupWise; Fri, 23 Feb 1996 12:03:29 -0500 Message-Id: X-Mailer: Novell GroupWise 4.1 Date: Fri, 23 Feb 1996 12:06:31 -0500 From: Don A Palmquist To: "Alice A Sabatini, Administrative Officer, Reston, VA" , "Carole Carter-Pfisterer, Reston, VA" , "Gayle A Sisler, Reston, VA" , "John J Lenart, Reston, VA" , "MaryLou D Pectol, , Reston, VA" Cc: "Carol L Patrick, , Reston, VA" , "Christine L Peterson, , Reston, VA" , "Joan Cotter, , Menlo Park, CA" , "J. Shelley Welch, , Reston, VA" , "Linda R Carswell, , Reston, VA" , "Lloyd M VanDyke, , Denver, CO" , "Melissa Courtney, , Reston, VA" , "Melanie J Farmer, , Reston, VA" , "Melanie Gilbert, , Menlo Park, CA" , "Robert D Ashworth, , Reston, VA" , "Raffaela M Smith, , Reston, VA" , "Ronald H Ouellet, , Reston, VA" , "Timothy E Calkins, , Reston, VA" Subject: Changes to Optional Form 347 Because of IDEAS Upgrade The Washington Area Service Center (WASC) recently released Version 2.2 of the IDEAS software, and it has been installed and is running on the Office of Acquisition and Federal Assistance's (OAFA) file server in Reston. The OF 347, which is the form on which purchase orders and orders against other agency contracts are made, has been affected in several ways that are worth mentioning now so that your people will not be surprised by these changes. 1. The most current version of the form, that of June, 1995, has been substituted for the October, 1983, version previously prepared by IDEAS. The form itself contains the same basic information but has been reformatted to make it more legible. 2. IDEAS will print delivery order numbers ("FS" awards, as in USGS Order 1434-HQ-96-FS-00505) in block 3 and the contract number (as in GSA Contract GS00K94AGS0143) in block 2, just as before. However, when printing a purchase order award ("SA" awards, as in USGS purchase order award 1434-HQ-96-SA-00505) , IDEAS Version 2.2 now prints the purchase order number in block 2, instead of in block 3, as had been the practice prior to Version 2.2. The structure of the number itself has not changed. Your people just need to be aware that purchase order numbers will now appear in block 2, instead of block 3. We would prefer to see the number in block 3, and we are talking to the WASC about a fix. 3. The issuing contracting officer's name will no longer fit in block 5, entitled "Issuing Office". You may be aware that the contracting officer that signs the order may, in some instances, be different than the contracting officer who prepared the award because of absences, differing levels of authority, etc. The best "fix" that is currently available is to identify the issuing contracting officer in block 10, "Requisitioning Office" because this space is normally left empty and has plenty of room. Our customers should go to the contracting officer identified in block 10 for assistance after award. 4. Prior to Version 2.2, if a purchase or order was funded by only one line of accounting, this line of accounting would be printed in block 9., "Accounting and Appropriation Data", and would not be repeated under each block 17 "Schedule" line item. Under Version 2.2, accounting and appropriation data will be listed under each block 17 "Schedule" line item, regardless if only one account pertains to the entire purchase or order. Block 9 will always say "See Schedule". As mentioned earlier, Version 2.2 has been installed in OAFA, so OAFA customers should start to see these changes next week. Version 2.2 will be installed in the Menlo Park procurement office during the week of March 11, and in the Denver procurement office during the week of March 18, so their customers will not see these changes for several more weeks. Please refer any questions to me at 648-7374. ------- End of Forwarded Message