A requisition is created when you add items to a shopping cart (catalog or non-catalog items) and checkout the items. Checkout is a 3-stage process. Each stage has it’s own page and sub-pages that you can drill down to, in order to enter the information relevant to the requisition. Given below are the details of the 3-stage checkout process.
Note: Please note that internal requisitions are not supported in CLM.
Click the Preferences link located at the top of the page to view and edit the default values that will appear on the requisition. The CLM Preferences (Office and Contacts defaults) link opens a region that enables you to select the Location and Contact for an Office Type (COTR Office, Requesting Office, Issuing Office etc.). The selected master data defaults the addresses and charge account information on the requisition. You can change the values of the defaulted data on the specific requisition. This data on the requisition is retained, even if the preference settings change at a later point of time.
The first stage displays the Checkout: Requisition Information page. Enter the relevant requisition header information on this page.
A requisition number is automatically assigned to the requisition. This number typically has the following structure, which can be changed during setup: Prefix-Fiscal Year-Agency Identifier- Serial Number (example: PR-10-CDC-12345). For more information on document numbering, please refer to the appendix - Common CLM Functionality.
For more information on setting up CLM document numbering, please refer to the Oracle Contract Lifecycle Management for Public Sector Implementation Guide.
Click the Edit Requisition Number link below the Requisition Number to change the numbering sequences and serial numbers via the popup.
Enter a Requisition Description that will help you to identify the requisition’s purpose. The requisition description is defaulted from the description of the first item. This is a mandatory field.
The Addresses region in the Checkout: Requisition Information page enables you to enter the relevant office addresses and contacts for the following offices. Please note that the addresses and contact information default based on the address preference setup in the Preferences page, however you can overwrite the default values.
Suggested Property Administration Office: The Suggested Property Administration Office is responsible for maintaining and tracking any government property that may be acquired or used as part of the resulting contract. When the requisition is created, the requester decides whether the line item has a government property implication and if that is the case, selects the suggested property administration office and contact. The Suggested Property Administration Office details are defaulted on the requisition by selecting the information; however the details can be changed at any point of time using the LOVs for Location and Contact. You can only select from one of the locations that have been designated as a potential Property Administration office and that office and address should be active at the time of selection (this is always a government office location).
The following address fields are defaulted from the master data: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, and Country.
The following Contact details are displayed for the Suggested Property Administration Office: Name, Telephone Number, and E-mail Address. You can establish a default Property Administration contact associated to the Property Administration office that will populate the requisition upon creation, however the details can be changed on the requisition.
Suggested COTR Office: The COTR is the Contracting Officer Technical Representative – a stakeholder who has responsibility around the contract. Within the system, the COTRs’ duties could include accepting deliverables under the contract, and receiving notifications related to the contract.
When the Requisition is created, the buyer decides if a COTR is necessary for the procurement and, if so, the buyer selects an appropriate COTR and COTR address. Follow on tasks for approval of invoices and acceptance of services or similar items may also be assigned to the COTR. You can only select from one of the locations that have been designated as a potential COTR office and that office and address should be active at the time of selection (this is always a government office location).
The following address fields are defaulted from the master data: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, and Country.
The following Contact details are displayed for the Suggested COTR Office: Name, Telephone Number, and E-mail Address. You can establish a default Suggested COTR contact associated to the Suggested COTR office that will populate the requisition upon creation; however the details can be changed on the requisition using the Contact LOV.
Issuing Office: This is the office that receives the requisition for the purpose of competing and awarding the requisition. You can only select from one of the locations that have been designated as a potential Issuing office from the Location LOV and that office and address should be active at the time of selection (this is always a government office location).
The following address fields are defaulted from the master data: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, and Country.
The Issuing Office Contact Name is the Contracting Officer’s Name. This is the name of the individual responsible for the contracting action. This field prints on each standard form in the Printed Name block near the signature block depending on the form. The following details for the Issuing Office Contact are displayed depending on the contact you choose from the Contact LOV: Name, Title, Phone Number, E-mail Address.
Requesting Office: This is the office where the requisition originates. The buyer who is assigned the purchase requisition uses the address to know who to contact in the case the requisition needs to be revised or questions arise. It can also be used in reporting to find out how much business is coming from the different offices. You can only select from one of the locations (using the Location LOV) that have been designated as a potential Requesting office and that office and address should be active at the time of selection (this is always a government office location). This information is defined on the originating requisition and is forwarded to the solicitation and then to the award.
The following address fields are defaulted from the master data: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, and Country.
The following details for the Requesting Office Contact are displayed: Name, Title, Phone Number, E-mail Address. You can establish a default Requesting Office contact associated to the Requesting office that will populate the requisition on creation, however it can be changed subsequently on the requisition using the Contact LOV.
The fields in the Business Priority and Project Information region are:
DPAS Rating: Defense Priorities and Allocations System Rating. This is a list from which you can select a value.
Priority Code: A numerical rating, 1-15, that describes the priority and is used internally within the Department of Defense. It is from the UNIFORM MATERIAL MOVEMENT AND ISSUE PRIORITY SYSTEM. It helps buyers prioritize their workload and is also used for management tracking in reports. This is a list from which you can select a value.
Customer Project Code: This LOV identifies documents created for special programs, exercises, projects, operations, or other purposes. Sites can establish their own set of codes and use them to identify and group solicitations. Used in reporting, especially across entire agencies, to find out how much was done for a given project.
Customer Project Text: Text Description of the selected project code. Used in reporting, especially across entire agencies, to find out how much was done for a given project. The value in this field gets defaulted, depending on the value you select in the Customer Project Code LOV. However you can edit the defaulted value.
The fields in the Sourcing Information region are:
Suggested Award Number: This free-text field enables the requestor to specify a contract or agreement that the need can be fulfilled under, or enter a Federal Supply Schedule number (free-entry) to provide the contracting specialist with this information. This information can be used by the Procurement Office Manager to assign out the requisition to a specialist familiar with the base contract, and can be used by the contract specialist as guidance. The contracting specialist does not need to award the requisition under that vehicle, it is suggested but not required. If this field is populated, the award does not get automatically created.
Justification and Approval Number: This is a free-text field where you can enter the number assigned to the Justification and Approval document. The Justification and Approval is an attachment that would contain information such as the justification for pursuing a sole-source buy instead of a competed procurement.
Security Clearance Required: This list indicates the security clearance required for the action. The contracting officer would use this information to inform the source selection process (vendors could only be selected with the ability to staff work with the individuals possessing the designated clearance), no system validation is required as the vendor employee information is not recorded in CLM.
The following fields are in the Delivery Information region. Fields in this region are used to enter default values for all the lines in the requisition.
Need-By Date: Need-by Date is the contractual start date that the vendor must perform the services.
Period of Performance Start Date and Period of Performance End Date: The Period of Performance (POP) is specified for services. The POP defines the period in which the service will be provided. Both a start and end date must be specified.
Note: If Period of Performance dates are entered, then a Need-by Date cannot be specified.
Requester: The person who wishes to procure the items or services. Select a person from the Requester LOV.
Deliver-To Location: This is the location to which the supplier needs to deliver the items/services. Select a location from the Deliver-To Location LOV.
The Enter One-Time Address hyperlink enables you to enter an address that has not been defaulted in the Deliver-To Location. This address entry is meant for this requisition only.
The Deliver to Inventory checkbox, if selected, indicates that items are to be delivered to Inventory
Subinventory: If the Deliver to Inventory checkbox is selected, you need to specify a subinventory.
The information in this region is related to Oracle Projects and Billing. Fields in this region are used to enter default values for all the lines in the requisition. For more information, please refer to the Oracle iProcurement Implementation and Administration Guide.
In the Checkout: Requisition Information page, click Edit Lines in order to view and edit the requisition lines.
The Line Number is automatically populated for you. A line can be a CLIN (contract line) or a SLIN (sub-line). A CLIN/SLIN can be a priced line or an informational line. An informational line does not have any pricing details associated with it. Similarly, SLINs, which are used to capture additional information about the CLIN, can be priced sub-lines or informational sub-lines.
CLIN numbers are always 4 digit numeric values that fall in the range 0001-9999. SLINS are lines that use a 6-character numbering format – numeric or alphanumeric. The first 4 digits of the SLINs are populated with the parent CLIN number. The next 2 digits are automatically generated, based on whether the SLIN is a Priced sub-line or an Informational sub-line. Informational SLINs have the last 2 digits numeric values in the range 01-99. For Priced SLINs, the last 2 digits are always alphabetical values ranging from AA to ZZ (except the alphabets I and O which are not used in number generation at all).
A CLIN or SLIN can be further defined as an Option Line. An Option Line stores and displays information that is used at a future point in time. For example, in a CLIN/SLIN structure that consists of the following, SLIN 0001AD is an Option Line:
SLIN 0001AA – Hard Disk 8 GB
SLIN 0001AB – Mouse
SLIN 0001AC – Keyboard
SLIN 0001AD – Servicing of Hard Disk 8 GB (Option Line)
In the example above, the SLIN 0001AD can be exercised or used only in the future (i.e. when the warranty coverage for the above hardware part expires).
The Requisition Information: Edit Lines page consists of 4 tabs – Delivery, Billing, Accounts, and Attachments.
Using the Edit Lines page, you can edit the line information in the Delivery, Project, Item and Accounting tabs. You can also perform actions such as copy, delete and reorganize the CLIN/SLIN structure of the requisition lines.
Delivery: The fields that you can change on the Delivery tab are: Need-By Date, Period of Performance Start Date, Period of Performance End Date, Requestor, Deliver-To Location, and Destination Type.
Note: Please note that Need-By Date and the Period of Performance dates cannot be entered together, you would need to enter either one of them.
Billing: Select a p-card if applicable. The fields you can change on the Billing tab are: Project, Expenditure Type, Expenditure Organization, Expenditure Item Date.
Click the Split icon to split the line into 2 or more billing lines. The Requisition Information: Split Cost Allocation page opens, enabling you to split the line. Click Apply to return to the Edit Lines page.
Accounts: The charge account for the line is defaulted in this tab, along with the line information. You can also split the line into 2 or more lines using the Split icon.
Click the Charge Account hyperlink in order to enter the funding and other account related information for the line.
External Account: In cases where CLM is used without Oracle e-Business Suite as the backing financial system or when a CLM site needs to use funds from another agency, the External Account field is present to record line of accounting that represents the funds from the other system. This is a free text, non segmented, non-validated field that can be printed and externally integrated.
Defense Funding: This checkbox determines if the LOA (Line of Accounting) is provided from the DoD or not. In case of DoD orders, this information is relevant for FPDS-NG reporting.
Operations Accounting Flex: This flexfield displays the segment-wise combination of the account. You can click on the Search icon next to the field and choose another combination of segments for the account. This flexfield name is dependent on the organization's accounting structure.
FMS Case Number: Foreign Military Sales (FMS) case number, which is assigned for DoD purchases for FMS. It is used for FPDS-NG reporting and other roll up reporting so the amount of money spent can be tracked. This free-text field displays regardless of whether the Charge Account or External Account is being utilized.
Agency Accounting Identifier: This field is used to identify the accounting system to which funds belong. This free-text field displays regardless of whether the Charge Account or External Account is being utilized.
Note: 'Apply this Cost Allocation information to all applicable requisition lines' is not supported in CLM.
You can enter a funded value in the Split Cost Allocation page. The funded value is defaulted to the total line amount in the Accounts tab. However this can be modified and the funded value may be 0 or less than the line amount. The Partial Funded checkbox is selected to indicate that the funded value is less than the line amount. The following funding-related fields are in the Accounts tab to capture the funding information:
Partial Funded Flag – indicates if a requisition line is partially funded or not. If the Partial Funded checkbox is selected, the Funded Value field is enabled. If the Partial Funded checkbox is not selected, the Funded Value field is not enabled. By default, this checkbox is unselected and the Funded Value gets defaulted with total line amount. However, users can fully fund the document even when the Partial Funded flag is checked. If the Partial Funded flag is unselected, and the Funded Value is less than the line amount, an error message displays.
Funded Value – enter and save the Funded Value for each line in functional currency. Funded Value is an updateable field provided the Partial Funded checkbox is selected. The Funded Value cannot be greater than the line amount for a distribution. The Funded Value cannot be negative. In case you do enter a Funded Value that is greater than the total line amount or a negative amount, an error message displays.
Quantity Funded – This is the quantity funded for each line and displayed only for Quantity Based lines. The Quantity Funded field is non updateable and is calculated by the system based on the Funded Value. The value of the Quantity Ordered is defaulted to the Quantity Funded field. The value of the Quantity Funded field gets overwritten if users modify the Funded Value.
Amount Funded – Amount funded in document currency for Amount Based lines only. The Amount Funded field is not updateable and is calculated by the system based on the Funded Value. The value of the Amount Ordered field is defaulted to the Amount Funded field. The value of the Amount Funded field gets overwritten if users modify the Funded Value.
For more information on Funding, please refer to the appendix - Common CLM Functionality.
Attachments: Add an attachment to the line by selecting the Add Attachments icon. The Add Attachments page displays, with the attachment options. Click Add Another to add another attachment, or click Apply to save your attachment to the line and return to the Edit Lines page.
Actions:
From any of the tabs (except the Attachments tab), select a line using the Select checkbox and then click Update. The line information is available for you to update.
Using any of the tabs (except the Attachments tab), select a line using the Select checkbox and then click Copy. The line information is copied to a new line.
Using any of the tabs (except the Attachments tab), select a line using the Select checkbox and then click Delete. The line is deleted from the requisition.
If you perform actions such as copy and delete on a line that has sub-lines and/or option lines, then entire line structure gets copied/deleted.
Using any of the tabs (except the Attachments tab), select a line using the Select checkbox and then click Move. The Organize Lines page opens, enabling you to move the selected line before or after other lines.
The Organize Lines page consists of 2 regions: Current Structure (source) and Target Structure (destination). Select one or more lines by clicking on the Select checkbox in the Current Structure region. Then select the type of move you wish to perform using the Select Action LOV in the Target Structure region. Select from one of the 3 possible values: Move After Selected Line (moves the line after the line you selected in the Edit Lines page), Move Before Selected Line (moves the line above the line you selected in the Edit Lines page) and Move as sub-line(s) under selected line (moves a line as a SLIN under a CLIN). Click Done to save and apply your changes and return to the Edit Lines page. The Edit Lines page displays, showing you the new structure of the lines.
When you need to change any values of the items that you created while shopping, you can use the Update Selected Lines page to make updates to the item line information. If you have selected a line and clicked Update, the Requisition Information: Update Selected Line page opens with the following regions:
Most of the requisition information is defaulted on this page. Enter or update the rest of the fields, if required.
Pricing related fields are displayed if the line is a priced line. If the line is Informational, the pricing related fields are not displayed.
Select a Contract Type - The Contract Type list is used to determine the pricing calculation for the item or service to be procured. For example, if the Contract Type is Firm Fixed Price, the price is calculated as Quantity * Unit Price. For an item type of Goods billed by Quantity, the Contract Types are different from the item type of Goods or Services billed by Amount. For more information on Contract Types and their pricing formulas, please refer to the appendix - Common CLM Functionality.
Enter a Cost Constraint while updating the line, if required. The default value of the Cost Constraint list is Null. A Cost Constraint is an indicator at CLIN/SLIN level that controls the pricing and/or the document printing behavior for that CLIN/SLIN.
Enter a Quantity, Unit of Measure, Unit Price, Currency as per your requirements. The total line amount is automatically calculated for that item or service. The total line amount is calculated for that Contract Type and the formula that was used in calculating the total line amount is displayed below the final price value. The field label of the total line amount is also subject to change, depending on the contract type selected by you. Example: For some contract types, the total line amount may be called Extended Price and for other contract types, it may be called Total Amount.
Below the Extended Price field, a pricing formula is displayed, telling you the formula that was used in calculating the Extended Price. For goods or services billed by amount line types only, the Pricing Details hyperlink is displayed; on clicking the hyperlink, the Pricing Details popup displays, showing you additional pricing attributes that contribute to the calculation of the total line amount.
Note: Please note that rate based temp labor line types are not supported in CLM.
Enter the supplier information that you will need to procure the items from. If you enter supplier information for a non-catalog request, selecting the New Supplier check box tells iProcurement not to validate the supplier. This allows you to enter a name for suppliers that are not yet approved for use by your organization. It does not add them to your supplier base.
Please note that the Supplier region is updateable for non-catalog items only. In case of catalog items, the Supplier region is view-only and you cannot update it.
This region contains additional information about the item to be procured.
NSN: NSN stands for National Stock Number which is a thirteen (13) digit number assigned to an item of supply. It consists of the four digit Federal Supply Class (FSC) and the nine digit National Item Identification Number (NIIN). A NIIN is a unique nine character code assigned to each item of supply purchased, stocked or distributed within the Federal Government; when combined with the four character FSC it comprises the NSN. The NSN free-text field is used as the common denominator to tie together logistics information for an item of supply. An example of the NSN would be 6130-01-537-7617 DC Power Adapter for Panasonic laptops.
This is the item number of the goods that the government is procuring. The supplier, receiving clerk, and payment office will use this to ensure that the correct items were shipped, received and invoiced.
Specification Number: This is the number as given by the manufacturer/vendor for the item being purchased. This free-text field provides the ability to more specifically identify the item being requested. This detail helps to ensure that the correct item is procured.
Drawing Number: The drawing number as given by the manufacturer/vendor for the item being purchased. This free-text field provides the ability to more specifically identify the item being requested. This detail helps to ensure that the correct item is procured.
Manufacturer Name: The name of the manufacturer from whom the item is being purchased. This free-text field provides the ability to more specifically identify the item being requested. This detail helps to ensure that the correct item is procured.
Serial Number: The serial number as given by the manufacturer for the item being purchased. This free-text field provides the ability to more specifically identify the item being requested. This detail helps to ensure that the correct item is procured.
Manufacturer Part Number: The part number as given by the manufacturer for the item being purchased. This free-text field provides the ability to more specifically identify the item being requested. This detail helps to ensure that the correct item is procured.
Piece Number: The piece number as given by the manufacturer for the item being purchased. This free-text field provides the ability to more specifically identify the item being requested. This detail helps to ensure that the correct item is procured.
Product/Catalog Number: In the case where a manufacturer provides a catalog from which items can be purchased, this is the product/catalog number associated to the item being requested. This free-text field provides the ability to more specifically identify the item being requested. This detail helps to ensure that the correct item is procured.
Model Number: The model number as given by the manufacturer for the item being purchased. This free-text field provides the ability to more specifically identify the item being requested. This detail helps to ensure that the correct item is procured.
Supplier Part Number: The part number as given by the vendor for the item being purchased. This free-text field provides the ability to more specifically identify the item being requested. This detail helps to ensure that the correct item is procured.
Item Long Description (Extended Description): In cases where the Description field for item or service name is not adequate to hold a long description, the Item Long Description free-text field is used to enter additional descriptive text. The text entered in this field is carried forward to subsequent transactions.
This is the description of what the agency is procuring. The supplier, receiving clerk, and payment office will use the description to ensure that the correct items are shipped, received and invoiced.
The fields within this region provide information that will allow the requester to designate a particular classification code, project and/or program to the item being procured.
MDAPS/MAIS: Major Defense Acquisition Programs/ Major Automated Information System Acquisition Programs. Select a value from the MDAPS/MAIS LOV.
NAICS: The commodity group (defined by the NAICS) under which the size standard is applied. Select a value from the NAICS LOV.
Program Code: Select from established Program Codes using the Program Code LOV. Programs are also agency-defined and can be used to group and report purchases under a particular program.
FSC/PSC: The Federal Supply Classification (FSC) is a set of codes designed to help the federal government in supplying operations. Select a value from the FSC/PSC LOV.
Customer Project Code: This identifies PRs created for special programs, exercises, projects, operations, or other purposes. Sites can establish their own set of codes and use them to identify and group requisitions. It is used to capture the Construction Project Number for the SF1442 (block 6). Select a value from the Customer Project Code LOV.
Customer Project Text: Text Description of the selected project code. It is used to capture /map the A&E Project Title and Location for the SF252 form and the Project number for the 1442 form as well. The value of this field defaults from the value you select in the Customer Project Code LOV.
The fields in this region provide specific shipment information about the items being procured.
FOB Code: this list indicates broad category (destination or origin) and/or specifics (e.g., FOB inland point country of importation, etc.) dealing with where the goods are delivered 'free on board'. This indicator drives the selection of particular clauses and, if all indicators are the same across the document, prints on the face page of several standard forms. Please refer to FAR 47.302 for further details.
Shipment Mode: Select from among the established reference shipping modes in the LOV (for example: air, air freight, air express, etc.).
Charge Shipping To: You can describe the shipping charges in this free-text field.
MILSTRIP Code: 80 character string concatenating various piece of information and used in several legacy operations across the DoD. MILSTRIP is an acronym for Military Standard Requisitioning and Issue Procedures, a manual is available online. Enter the relevant MILSTRIP Code in this free-text field.
Additional Marking Text: A free-text field for indicating other markings on the shipment.
Transportation Control Number (TCN): The TCN is a 17-character data element assigned to control and manage every shipment unit throughout the transportation pipeline. The TCN for each shipment is unique and not duplicated. Enter a TCN in this free-text field.
Transportation Priority: Indicator assigned to eligible traffic that establishes its movement precedence. Appropriate priority systems apply to the movement of traffic by sea and air. In times of emergency, priorities may be applicable to continental United States movements by land, water, or air. Enter the relevant value in this free-text field.
Precious Metal Code: Select from the available precious metal codes list, if applicable.
HAZMAT Code: A list containing four character alphanumeric values, describing the hazardous material, if applicable.
Ship-To Address: This is the location to which the goods are requested to be delivered. This is the address detail of the Deliver-to location specified on the line and is view-only.
The fields in this region enable you to define the specific inspection location for the items/goods being procured.
Inspection Responsibility: This list identifies whose responsibility it is to inspect the items. This could either be carried out by the federal agency, the contractor or someone else. The user is responsible for determining whether the goods/services will be inspected by the government representative or whether the contractor is responsible (usually through pre-established methods agreed upon by the government).
Inspection Location: This list identifies whether the location of inspection is a destination, source or other facility. The value of the field may be null as well. The value of this field is carried forward to all subsequent documents including receipt and invoice, if applicable.
Inspection Level: This is a one or two character integer describing the level of inspection for the item. This field is intended to record one of the industry standard levels (originally based on the MIL-STD-105E) that should be used when completing the inspection. This free-text field is informational only.
Inspection Address: After an item has been shipped, it must be inspected for missing parts/damage and ensure it is the correct item that was requested. The inspection address indicates the location where the inspection of the item is to take place. Enter the relevant inspection address details in this free-text field.
Need-By Date: Need-by Date is the contractual start date that the vendor must perform the services.
Period of Performance Start Date and Period of Performance End Date: The Period of Performance (POP) is specified for services. The POP defines the period in which the service will be provided. Both a start and end date must be specified. If a POP is entered, then a Need-by Date cannot be specified.
Requester: The person who wishes to procure the items or services. Enter a person from the Requester LOV.
Deliver-To Location: This is the location to which the supplier needs to deliver the items/services. Enter a location using the Deliver-To Location LOV.
The Enter One-Time Address field enables you to enter an address that is not available in the lookup values for the Deliver-to location. This address entry is meant for this requisition only.
The Deliver to Inventory checkbox, if selected, indicates that the items are to be delivered to Inventory.
Subinventory: If the Deliver to Inventory checkbox is selected, you need to specify a subinventory.
This region consists of fields associated to Oracle Projects. For more information on this region, please refer to the Oracle iProcurement Implementation and Administration Guide.
Add notes or attachments using this region. Notes are usually short texts that you need to communicate to suppliers. You can also attach documents in the line details by clicking the Add Attachments icon. The Add Attachment page displays, and you can add an attachment of type Desktop File/Text/URL or From Document Catalog to the requisition line. Enter the Attachment Summary Information and then define the attachment by selecting a File, URL or text to attach. Click Add Another if you wish to attach another document in addition to the one you have just attached. Click Apply to save your attachment to the checkout and return to the checkout process.
Click Apply to save your changes and proceed with the checkout.
Step 2 of the checkout process involves viewing and managing approvals and notes. View the sequence of approvers for your requisition and enter a justification if you need to make any changes to the approval hierarchy. Optionally enter a note to the buyer.
You can attach documents during the checkout by clicking the Add Attachment button. The Add Attachment page displays, and you can add an attachment of type Desktop File/Text/URL or From Document Catalog. Enter the Attachment Summary Information and then define the attachment by selecting a File, URL or text to attach. Click Add Another if you wish to attach another document in addition to the one you have just attached. Click Apply to save your attachment to the checkout and return to the checkout process.
For more information on setting up approvals management, please refer to the Oracle Contract Lifecycle Management for Public Sector Implementation Guide.
Step 3 of the checkout process involves reviewing and submitting the requisition for approval. A requisition number is displayed at the top of the Checkout: Review and Submit page, along with the Total (with Options) of the Requisition lines and Total Without Options. The Total value of the requisition includes option line values. The Total Without Options value excludes the values of the option lines. For more information on Options, please refer to the Editing Requisition Lines section in this chapter.
If you have attached any documents to the requisition, the Requisition Attachments region displays a summary line of the attachments.
The Lines region displays all the lines that have been created as part of the requisition. Click on the Show link to display a few more requisition details, including Billing Information.
Click Submit to submit the requisition for approval. You can continue to create further requisitions using the Continue Shopping button, which takes you back to the Stores tab.
When the requisition is approved, use it to create a solicitation or an award using Document Builder in the CLM Sourcing or CLM Purchasing modules.
The Requisitions > Requisitions tab consists of a View region where you can see requisitions according to the view selected. For example, you can see the requisitions that you have created using the All My Requisitions view. Select a view from the View LOV and click Go. The Views region populates with the relevant requisition details.
Search for a requisition that you do not see in your view by clicking Search. The Requisitions Search page enables you to enter one or multiple search criteria to find your requisition. For example, you can search by Requester, Requisition Number, Issuing Office, Suggested COTR Office Address, Suggested COTR Office Contact, Suggested Award etc. Enter values in the Search Criteria fields and then click Go. The search results display in the region below. The search results display the requisition numbers with a hyperlink, so you can click on any requisition number and open it to view the details of the requisition. If the requisition has an order associated to it (that is, an order has been created from the requisition), the order number displays in the search results as well.
Some of the actions that you can perform by selecting a requisition (use the Select radio button) and clicking the appropriate action button (either in the search results page or in the Views page):
Copy to Cart: The lines of the existing requisition get copied to a new or in-use cart and you can proceed with the checkout process as described above. Thus you can copy line items from one requisition to another. This often serves as a shortcut to reorder frequently requested items.
Cancel Requisition: You can only cancel Approved requisitions. If you attempt to cancel an Incomplete requisition, an error message will display. Click Cancel Requisition button to cancel a requisition and the Cancel Requisition: Select Lines page appears. You can choose to cancel the requisition in its entirety by clicking Cancel Entire Requisition. Otherwise, enter a reason for the cancellation and select a line or lines to cancel, and then click Continue. The Cancel Requisition: Review and Submit page displays, showing you the line details of the cancelled requisition. Click Submit to submit the requisition for cancellation, a confirmation page displays, with the cancellation confirmation details. View the status of the cancelation request(s) using the Requisition Status page. The value of the requisition will be changed to 0 (zero).
Change: Click Change if you wish to make any changes to a requisition that has been approved. You cannot change a requisition that has a status of Incomplete. For more information on changing data on a requisition, please refer to the chapter Requisition Amendments in this guide.
Complete: You can complete a requisition that has a status of Incomplete. Click on the Complete Button, the Shopping Cart page displays with the line items of the incomplete requisition. Click Checkout and you will be taken through the entire checkout process for the requisition, including editing the lines and submitting for approval.
Unlike the Notifications region in the Stores page that displays the recent notifications only, this Requisitions > Notifications page displays all the notifications depending on the Notifications View that you select. The Views LOV displays the following seeded notification views: All Notifications, FYI Notifications, Notifications From Me, Open Notifications, To Do Notifications.
You can perform the following actions after selecting one or more notifications: Open a notification, Reassign a notification to another approver, Close a notification.
The Requisitions > Approvals page has a View region where you can view requisitions at different stages of approval. For example, the seeded views in the page are: Requisitions I Have Approved and Requisitions to Approve. The results of the view are displayed in the region below. Select a requisition by clicking on the Select radio button and then perform any of the following actions:
Copy to Cart (for Approved Requisitions) : The lines of the existing requisition get copied to a new or in-use cart and you can proceed with the checkout process as described above. Thus you can copy line items from one requisition to another. This often serves as a shortcut to reorder frequently requested items.
Cancel (for Approved Requisitions): You can only cancel Approved requisitions. If you attempt to cancel an Incomplete requisition, an error message will display. Click Cancel Requisition button to cancel a requisition and the Cancel Requisition: Select Lines page appears. You can choose to cancel the requisition in its entirety by clicking Cancel Entire Requisition. Otherwise, enter a reason for the cancellation and select a line or lines to cancel, and then click Continue. The Cancel Requisition: Review and Submit page displays, showing you the line details of the cancelled requisition. Click Submit to submit the requisition for cancellation, a confirmation page displays, with the cancellation confirmation details. View the status of the cancelation request(s) using the Requisition Status page. The value of the requisition will be changed to 0 (zero).
Use Search to enter search criteria to look for a requisition or a set of similar requisitions. Search for a requisition that you do not see in your view by clicking Search. The Requisitions Search page enables you to enter one or multiple search criteria to find your requisition. For example, you can search by Requester, Requisition Number, Issuing Office, Suggested COTR Office Address, Suggested COTR Office Contact, Suggested Award etc. Enter values in the Search Criteria fields and then click Go. The search results display in the region below. The search results display the requisition numbers with a hyperlink, so you can click on any requisition number and open it to view the details of the requisition. If the requisition has an order associated to it (that is, an order has been created from the requisition), the order number displays in the search results as well. Using the search results, you can select a requisition and perform the following actions:
Copy to Cart: The lines of the existing requisition get copied to a new or in-use cart and you can proceed with the checkout process as described above. Thus you can copy line items from one requisition to another. This often serves as a shortcut to reorder frequently requested items.
Cancel Requisition: You can only cancel Approved requisitions. If you attempt to cancel an Incomplete requisition, an error message will display. Click Cancel Requisition button to cancel a requisition and the Cancel Requisition: Select Lines page appears. You can choose to cancel the requisition in its entirety by clicking Cancel Entire Requisition. Otherwise, enter a reason for the cancellation and select a line or lines to cancel, and then click Continue. The Cancel Requisition: Review and Submit page displays, showing you the line details of the cancelled requisition. Click Submit to submit the requisition for cancellation, a confirmation page displays, with the cancellation confirmation details. View the status of the cancellation request(s) using the Requisition Status page. The value of the requisition will be changed to 0 (zero).
Approve: You can approve an Incomplete, Pre-Approved or In Process requisition if it has been submitted to you for approval. Already approved requisitions may not be approved again.
Reject: Reject an requisition if it has been submitted to you for approval. You can reject a requisition that has a status of Incomplete, Pre-Approved or In Process.
Respond: You can respond to the request for approval, by approving, rejecting or requesting for more information. You can respond to a requisition that has a status of Incomplete, Pre-Approved or In Process.