Requisition Amendments enables you to make changes to approved requisitions as may be required during the lifecylce of the requisition. You can create requisition amendment even after requisition lines have been solicited, offers have been received, and awards have been created for them. The creation of a requisition amendment does not affect the solicitation and award creation process from requisitions. Using requisition amendments, you can add new lines, cancel one or more lines as well as update information in the original requisition, such as line item information, delivery, billing and funding information. Requisition lines changed in requisition amendments are made available to contracting professionals and they can implement the changes in the Solicitation or Award documents created from the requisition lines.
Use the Requisition Amendment functionality when you need to make changes on an approved requisition. The Requisition Amendment is a separate document that maintains the changes suggested to an approved Requisition and it contains some additional amendment-specific fields. Thus, all the requisition information in the header, lines and distributions gets copied to the amendment document. You can edit/update any of the information. Enter your changes in the Requisition Amendment document (including adding new lines or cancelling lines), and then save and submit the amendment for approval. When the amendment gets approved, changes made in the requisition amendment are merged into the conformed requisition document. The Amendment History page enables you to view and track the changes that you have made in the lifecycle of the amendment.
Note: Please note that you can create amendments for requisitions that have a status of Approved or Returned only.
Note: The change order process is not supported in CLM.
At any point of time, there can be only one inprocess amendment for a requisition and only when this amendment is approved or rejected, another amendment can be initiated. Thus, only one amendment document per requisition is allowed at a given time.
When the amendment is approved, the updates / changes that were made as part of the amendment are now made part of the conformed requisition. For example, a new line has been added as part of the amendment. When the amendment is approved, the new line is added to the original conformed requisition.
During the approval of an amendment, the amendment can be withdrawn from approval. Withdrawing an amendment enables you to edit and resubmit the amendment or delete the amendment. This is useful in situations where you require updating the details even though the amendment is submitted for approval.
You can create a requisition amendment if the requisition lines have been used to create a solicitation (using Document Builder), that has either been submitted for approval or has been approved. When the award has been approved, the only changes (amendments) you can make to the requisition are to modify the funding information (such as Quantity, Total Amount, Distribution, Funded Value, etc.) on the lines.
To create an amendment for an approved requisition, click the Change icon (in the Requisition Summary page) or the Change button (in a requisition checkout page).
Prior to this, if you have already clicked Change and your amendment is in progress, you may not create another amendment unless you have completed the first amendment. An error message displays that there is a pending amendment.
If a requisition amendment has a status of InProcess, you can withdraw it from the approval process and update it again. A withdrawn requisition amendment is removed from the approval process and the status displays as Incomplete. You can edit the withdrawn requisition amendment and resubmit it for approval.
If you have clicked the Change button or the Change icon to initiate the requisition amendment process, your shopping cart now displays a label - Amendment Cart, and any actions that you perform will be applicable to the requisition amendment.
The Amendment Cart enables you to initiate changes to the requisition lines, add new lines to the requisition lines, or cancel a requisition line.
The Amendment Checkout process is the same as the requisition checkout process. If you wish to add a new line to the requisition amendment, click on the Return to Shopping link. If you wish to continue updating existing line information, click on Amendment Checkout. You will be taken to the Amendment Checkout page, which is similar to the Requisition checkout page. Additionally, you will need to provide a reason for the amendment in the Requisition Amendment page.
Amendment 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 amendment. Given below are the details of the 3-stage amendment checkout process.
The first stage displays the Requisition Amendment: Requisition Information page. Enter the relevant requisition amendment header information on this page.
A requisition amendment number is automatically assigned to the requisition amendment. This number typically has the following structure, which can be changed during setup: Prefix-Fiscal Year-Agency Identifier-Serial Number-Amendment Number (example: PR-10-CDC-12345-0001).
For more information on document numbering, please refer to the appendix - Common CLM Functionality.
The Requisition Description field value defaults from the purchase requisition description. Enter a reason for the amendment in the Reason for Amendment field, this is a mandatory field.
The following header fields can be changed in an amendment:
Requisition Description
DPAS Rating
Priority Code
Customer Project Code
Customer Project Text
Issuing Office Address
Suggested COTR Address
Suggested COTR Contact Name
Requesting Office Address
Requesting Office Contact Name
Suggested Property Administration Office
Suggested Property Administration Office Contact Name
Security Clearance Required Flag
Referenced Acquisition Plan
Justification and Approval Number
Justification
The Addresses region in the Requisition Amendment: Requisition Information page enables you to update the relevant office addresses and contacts for the following offices. Please note that the office addresses and contacts default based on address preference setup on the Preferences page, however you can overwrite the default values. The defaulting of the office addresses and contacts enables you to save on data entry time and effort.
Suggested Property Administration Office and Contact information
Suggested COTR Office and Contact information
Issuing Office and Contact Information
Requesting Office and Contact Information
The fields in the Business Priority and Project Information region are:
DPAS Rating: Select a Defense Priorities and Allocations System Rating from the list.
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. This list helps buyers prioritize their workload and is also used for management tracking in reports.
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: Free-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. This value is defaulted from the Customer Project Code LOV and can be edited.
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 number (free-text field) 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 a POP is 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.
The Enter One-Time Address 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 amendment. For more information, please refer to the Oracle iProcurement Implementation and Administration Guide.
You can update the details of the lines that are copied from the original requisition, in the requisition amendment. You can make updates to lines until the amendment is submitted for approval. You can update details of the CLINs/SLINs and option lines that are copied from the original requisition. The Informational line (indicated by a checkbox if a line is Informational or Priced) is not enabled for update.
The following kinds of lines are available in a requisition amendment:
Lines that are newly added to the amendment - you can modify the lines with any type of changes.
Lines that are not used during the creation of a solicitation or award - you cannot change information such as line type, line numbers etc., however you can change information such as the item, delivery and billing information.
Lines that are used during the creation of a solicitation - you cannot change information such as line type, line numbers etc., however you can change information such as the item, delivery and billing information.
Lines that are placed on the approved award - you can change only the funding information for these lines, such as creating a new distribution and modifying the funded quantity or funded amount for the distribution.
You can create new lines in the requisition amendment. New Lines can be added from the Catalog, Non Catalog Form and Shopping List. When all the lines on the requisition have been moved to an award with a status of InProcess or Approved, you may not create new CLINs in the amendment. However, it is possible to add new SLINs to existing CLINs.
Additionally you can cancel one or more lines in the amendment. However, if a line was cancelled in the original requisition, it does not display in the amendment page.
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.
The Requisition Amendment: 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.
Note: Please note that you cannot copy from a CLM document to a non-FAR document.
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 Start Date/Period of Performance End Date 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 indicator 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.
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 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 field displays regardless of whether the Charge Account or External Account is being utilized.
You can enter/update 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 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.
When a requisition amendment is created, all the distribution lines from the original requisition are copied to the requisition amendment. In the requisition amendment document, you can update the line distribution information. You can make updates until amendment is submitted for approval. You can update the distribution information of the CLINs/SLINs and option lines that are copied from the original requisition.
You may not delete the distribution lines. If you need to modify the charge account number on a distribution line, please set the value of the Amount field to 0 (zero) and then create a new distribution line with a new charge account.
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.
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 subline(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.
If you have selected a line and clicked Update, the Requisition Amendment: Update Selected Line page opens with the following regions:
Enter the item details in this region. The Item Description is defaulted for you.
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 - A Contract Type 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 field is Null. A Cost Constraint is an indicator at CLIN/SLIN level that controls the pricing or the document printing behavior for that CLIN/SLIN.
Enter a Quantity, Unit of Measure, Unit Price, Currency as per your requirements. The Extended Price is automatically calculated for that item or service. The final price is calculated for that Contract Type and the formula that was used in calculating the final price is displayed below the final price value. The field label of the final price is also subject to change, depending on the contract type selected by you. Example: For some contract types, the final price 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 final price.
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 (NSN), 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 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/MAICS 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 SF1442. 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 SF1442 form as well.
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 establish 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.
Note: If a POP is entered, then a Need-by Date cannot be specified.
Requester: The person who wishes to procure the items or services.
Deliver-To Location: This is the location to which the supplier needs to deliver the items/services.
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.
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 amendment. For more information, 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.
Requisition lines that are placed on an approved award are not fully received can be cancelled. Cancelling a line that has been partially received or invoiced will cancel only the remaining quantity or amount.
If a CLIN is cancelled, then all the SLINs associated with the CLIN is also cancelled. SLINs and option lines can be cancelled individually.
During the Amendment Checkout process, select one or more lines and click Cancel. The selected lines will get cancelled automatically.
Use amendments to edit attachments at the header or line level. Edit the title, description, text (short text attachments), and attachment date. You can replace the original file with a new file using file-based attachments. All Header/ Line attachments copied from the original requisition can be deleted. In addition, you can add new header/line attachments to the amendment.
If a requisition has been amended, the Amendment History link on the Requisitions details page (for a single requisition or amendment) will display as Yes and will be hyperlinked. Click on the Yes hyperlink to open the Amendment History page. The Amendment History page shows you the details of the requisition and amendment: Document Number, Description, Status, Creation Date, Approval Date. You can review the changes made to a requisition or amendment by clicking the Review Changes icon. Click on the Document Number hyperlink to view the requisition or amendment details. Click on the Update icon to update the amendments that have a status of Incomplete. For amendments with other statuses, the Update icon does not appear.
Clicking on the View All Changes icon opens the Amendment Comparison Result page. The Show Previous Amendment Changes region displays the previous values and the changed values of a given field in the amendment. The following information is displayed in the Amendment Comparison Result page:
Header, Line and Distribution level fields that got changed in an amendment
New Lines that have been added to the amendment
Lines that got cancelled in the amendment
New Distribution that was entered in the amendment
Click Export to save the comparison rows in an Office Excel comma separated values (.csv) file. Click Return to go back to the Amendment History page.
Step 2 of the checkout process involves viewing and managing approvals and notes. View the sequence of approvers for your requisition amendment 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 amendment for approval. A requisition amendment number is displayed at the top of the Checkout: Review and Submit Requisition Amendment 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 Amendment Lines section in this chapter.
If you have attached any documents to the requisition amendment, 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 amendment. Click on the Show link to display a few more requisition amendment details, including Billing Information.
Click Submit to submit the requisition amendment 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 amendment is approved, the original requisition is updated with the amendment changes.
The following notifications are generated by the system when a requisition amendment is submitted for approval:
Requisition Amendment Notification to Approver: When the requisition amendment is submitted for approval, a notification is sent to the approver(s) for their information and action. The amendment can be edited by the approver anytime prior to approval.
Requisition Amendment Approval Notification to Preparer: When the requisition amendment gets approved by all the required approvers in the approval hierarchy, the preparer of the amendment is notified.
Requisition Amendment Approval Notification to Buyer and Sourcing User: When the requisition amendment gets approved by all the required approvers in the approval hierarchy, and if the requisition lines are placed on solicitations or awards then appropriate sourcing users and buyers are notified. If none of the lines are placed on a solicitation or award, then this notification will not be sent. The content of the notification is the same as the notification content sent to the preparer.
After you have entered the changes/updates to the amendment, you need to submit the amendment for approval. Though the Requisition Amendment Approval workflow provides a list of approvers that you need to route your amendment through, you can change the approval hierarchy and add new approvers by clicking the Manage Approvals button. The Manage Approvals page opens, and you can insert an approver/viewer, change an approver, delete an approver/viewer, or reset the approval list altogether.
Please refer to the Amendment History section in this chapter to know how to view the original and amended requisition information.
Click Submit to submit an amendment for approval. You will be notified that the amendment has been submitted for approval to the named approvers, and you can return to the Stores page by clicking Continue Shopping.
As an approver, you will need to login to CLM iProcurement and open the notification that has been sent to you for approval. Use the Advanced Worklist link or the Notifications link to view your notifications from the requester / preparer of the requisition amendment. You can perform the following actions with respect to the notification:
Approve the amendment
Approve and Forward (to the next approver)
Forward (to the next approver without approving)
Reject the amendment
Reassign to another user
Request Information from other users or from the requester/preparer
The main region of the notification displays the requisition amendment details such as From, To, Requisition Total, Description etc. The Requisition Lines region displays the amendment lines information.
The Approval Sequence region displays the set of approvers to whom the notification will be sent. It also displays an approval history that shows the approver name and the actions they have taken with respect to the notification.
The Related Applications region enables you to edit the requisition amendment, or view the requisition in read-only mode.
Enter your response in the Response region. You can forward your response note to all employees and users or specific users.
After you have taken one of the above actions on the request for approving the amendment, the notification is removed from your list of Open notifications.
When you click Approve or Approve and Forward, a validation is carried out to see if any of the lines that were updated in the amendment have their corresponding purchase order with a status of Approved. If so, a warning message is displayed. You can ignore the warning message and proceed with the approval of the requisition amendment.
The Requisitions > Amendments tab displays the requisition amendment lines that are updated in the amendment and are referenced in an award. Additionally, you can search for a requisition amendment, using one of the following search criteria: Requisition, Buyer and Order. Click Review and Implement in the Search Results region, this opens the Amendment Changes page and you can accept or reject the amendment changes. The Amendment History is displayed in the Amendment Changes page. For more information on implementing amendment changes in awards, please refer to Chapter 2 (Buyer Work Center) of the Oracle Contract Lifecycle Management for Public Sector Purchasing User Guide.
For more information on implementing amendment changes in solicitation documents, please refer to Oracle Contract Lifecycle Management for Public Sector Sourcing User Guide.