PASM TABLE MAINTENANCE IN CUFS
Introduction: The CUFS PASM (Price Agreement Summary Table) Table maintains valid contract numbers for use on purchase orders. Purchasing maintains this table for contracts and SPA maintains their grant and subcontract information here. A major review of the PASM Table information is needed after January 1 of each year since this is when the new U-Wide Contracts go into effect. Otherwise, this table should be continually maintained as needed. The Purchasing maintenance of PASM is usually done by the Office Manager.
U-Wide Contracts: After all University-wide contracts are awarded these contracts are entered in the PASM table in CUFS.
There are two parts to this job: one is adding the new U-Wide contracts and the other is deleting the expired contracts. To add a new one, get a blank table and use "a" for action and fill in the following only:
- Adding New Contracts
- Agreement Number (exactly as in the contract) - this is the contract #. Start with a capital "U".
- Description - enter the same description as in the contract book
- Start Date: 01/01/year
- End Date: 12/31/year (the same year of start date)
- Vendor Code (the same as in the contract)
- Press ENTER
.
If the contract is accepted, you will see the message at the bottom of the screen, "ALL LINES ADDED".
If the contract is rejected, you will see the message "NO LINES ADDED".
- Editing Existing Contracts
The reason for this error, usually is that there is an existing contract with the same number in the system. Then get a blank table and key-in "s" (scan) and key-in the contract number at the Agreement Number and ENTER. If the contract existing and the vendor code is correct, change the start & end date by keying in "c" in Action (for change) and ENTER.
- Deleting a Contract
To delete an existing contract, display the specific contract, key-in "d" in action and ENTER. If it is approved, the message at the bottom of the screen will read "ALL LINES DELETED".
NOTE: Financial Forms Nirvana (FFN) checks PASM for any "U" Contracts before it processes a POT that is over the Small Order Limit.
NOTE: Some contracts may have alternative start and end dates. If so, enter those.
- PASM Table Purge
Every year, in the month of February, Financial Support System department will issue a report, called "Purchasing PASM Year End Clean Up Report", Report ID UP864. This report is used to clean-up the entire PASM table in CUFS of old contract entries, which includes U-wide contracts.
Go through each page of this report using the delete process above and delete any non-SPA contracts which are over 2 years old (Note: for U-wide contracts, delete anything with previous year end date). DO NOT delete any SPA contracts.
SPA related contracts usually are described as SUB CONTRACT/SUBK/SUB, etc. in the description column and all their contracts have a prefix of an alphabet in the contract number column (ex: A3026070101).
Send one copy of this report (you will get two copies from FSS, if not, ask for another copy) to SPA with a letter as they are the only authorized people to clean-up their own sub-contracts. Keep a copy of this report for one year and toss.
Last Revised: October 30, 2001
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