CLM documents are automatically numbered in accordance with document numbering conventions used in federal agencies. You can assign complex document numbers to purchasing documents. You can configure a segment driven number format for CLM documents. Based on the setup of the number format, the appropriate document number gets automatically assigned to CLM documents.
While the headers and lines of a CLM document are numbered automatically, users can edit the header and line numbers with manual updates.
Note: To setup and enable the document numbering structure for use in purchasing documents, please refer to the Oracle Contract Lifecycle Management for Public Sector Implementation Guide.
Header Numbering
Header Numbering is applied to CLM documents with their amendments/modifications. CLM supports agency defined document number structures as well as those defined by regulation such as the DFARS.
Some basic guidelines that govern CLM document header numbering are:
A numbering format such as DoDAAC-Fiscal Year-Instrument Type-Serial Number consists of a structure that contains the following elements:
DoDACC is a 6-digit alphanumeric value that identifies an agency and is associated to a user. Users may have more than one DoDACC values associated to them.
Fiscal Year represents the current government fiscal year as a 2-digit numeric value.
Instrument Type is a 1-character uppercase alphabet.
Serial Number is a 4-digit alphanumeric sequential counter that is generated based upon the DoDAAC, Fiscal Year, and Instrument Type unique combination. Serial numbers range from 0001 – 9999. When the serial numbers 0001 - 9999 are exhausted, the system continues with 00AA-99ZZ. The characters I and O are not used in the serial number generation. A lower and upper limit of a serial range such as 4000 – 8999 can be selected in order to generate the serial number within the limits defined by the range.
You can select the ranges for generating the serial number. This is available via the Edit Document Number popup in the CLM documents page.
A 4-digit number is used to define draft or final modifications using the serial range of 0001-9999.
In an operating unit, for a particular CLM document type/style, there can be only one numbering structure active at a time, even though multiple numbering structures can be defined. CLM Document Types are used to define numbering structures for solicitations, CLM Document Styles are used to define numbering structures for awards and IDVs.
Some numbering structures for CLM documents are listed below. Please note that numbering structures vary from agency to agency. Given below is a sample set of numbering structures:
| CLM Document | Header Numbering Structure | Example |
|---|---|---|
| Purchase Requisition | Prefix-Fiscal Year-Agency Identifier- Serial Number | PR-10-CDC-12345 |
| Solicitation | DoDACC-Fiscal Year-Instrument Type-Serial Number | MAS123-10-Q-0001 |
| Award | DoDACC-Fiscal Year-Instrument Type-Serial Number | MAS128-10-C-0001 |
| IDV | DoDACC-Fiscal Year-Instrument Type-Serial Number | MAS123-10-C-1234 |
| Order Referencing IDV | DoDACC-Fiscal Year-Instrument Type-Serial Number-Order Referencing IDV Number | MAS123-10-C-1234-0001 |
| Requisition Amendment | Prefix-Fiscal Year-Agency Identifier- Serial Number-Amendment Number | PR-10-CDC-12345-0001 |
| Solicitation Amendment | DoDACC-Fiscal Year-Instrument Type-Serial Number-Amendment Number | MAS123-10-Q-0001-0001 |
| Modification for Award | PIIN-Control Number-Serial Number-Modification Type-Modification Code-Second Character | MAS128-10-C-0001-C0001 |
| Modification for IDV | PIIN-Control Number-Serial Number-Modification Type-Modification Code-Second Character | MAS128-10-C-0001-C0001 |
Note: When amendments or modifications to the main document are numbered, they generally follow the format: Base Document Number + Suffix (Serial Number).
The Contract Line (CLIN) and Sub-line (SLIN) structure is used in CLM documents, including modifications to the purchasing documents. A Contract Line captures information about the item(s) or service(s) to be procured in the contract with or without the pricing details. Thus, a Contract Line (CLIN) can be a priced line or an informational line. Similarly, Sub-Lines, which are used to capture additional information about the CLIN, can be priced sub-lines or informational sub-lines.
By default, all CLINs are regarded as priced lines.
Users can define an informational line by selecting the Informational checkbox at the line level.
The possible combinations of CLIN/SLIN lines that are used in CLM are as follows:
Priced CLIN with funding information and Informational SLINs without funding information.
Informational CLIN with Priced SLINS that have funding information
Priced CLIN with no funding information and Informational SLINs with funding information. (The SLINs in this case would have the multiple funding information each at individual SLIN level.)
Note: Priced CLINs may not have Priced SLINs and funding may not exist at both levels..
Shipments are not available for any informational line (funded or not funded). Informational lines will have distributions only if they are funded. They will not have distributions if they are not funded.
Users can copy the CLIN/SLIN structure completely to a new CLIN/SLIN structure. The Copy functionality is available across all purchasing documents. When a Sub-line is selected and copied, it gets created as a new SLIN in the document, always under the same parent CLIN.
DFARS Subpart 204.71, outlines the numbering procedure for CLINs and SLINs.
The following guidelines govern CLIN numbering:
CLIN numbers are always 4 digit numeric values that fall in the range 0001-9999. Duplicate numbers are not supported and an error message displays if a duplicate number is found. Default CLIN numbers are editable.
When you add new lines to the existing draft document, the system assigns the least available sequential numbering. For example: A document contains CLINs 0001, 0002, 0003, 1001, 2001, and 3000. When a new CLIN is added, the system allocates the first available number 0004 (smallest in value / magnitude) from the range of 0001-9999.
If the least available number in the range of 0001-9999 is greater than 9999, a new line number is not created, instead an error message displays: Line numbers are exhausted. No new lines can be created.
You can edit CLIN numbers only when the document has a status of Incomplete or Draft. When the document is submitted for approval or approved, the CLIN numbers are not updateable and cannot be changed in any way.
The CLIN number is a mandatory field if the user needs to enter and save any other line information.
The following guidelines govern SLIN numbering:
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. SLIN numbers cannot be updated by users.
The Parent Line Number column (this is a hidden column) for the SLINs is populated with the CLIN number.
If the SLIN is Informational, the following number generation rules apply:
Informational SLINs have the last 2 digits numeric values in the range 01-99.
You first need to populate the four digit CLIN numbers and then concatenate the least available serial number from the range of 01-99 to generate the Informational SLIN number. The number do not have any gaps/separators. For example: Using CLIN 0005, and then adding the first informational SLIN generates the SLIN number as 000501.
If the SLIN is Priced, the following number generation guidelines apply:
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).
While adding a Priced SLIN, the number that is lowest in value in the series from AA to ZZ (except I & O) is derived and the number is generated.
Adding a Priced SLIN to a CLIN creates the SLIN number by appending AA to the CLIN number. For example, if the CLIN number is 0008, the SLIN is 0008AA.
Another example: CLIN # 0008 has 8 existing SLINs that are Priced SLINs. These existing SLINs would have the numbers of 0008AA to 0008AH. The newly created ninth SLIN would have the number of 0008AJ (Notice that 'AI' is not generated).
Some examples for Informational and Priced SLIN number generation are below:
Example 1: SLIN Number for Informational SLIN lines are 4 digit numeric codes (populated from the CLIN), followed by numeric code for 5th & 6th digits. The 5th and 6th digits are from 01 through 99. For CLIN # 0008, if there are informational SLINs, then the numbering is: 000801, 000802, 000803……000810, 000811…..000899.
Example 2: SLIN Number for Priced SLIN lines are 4-digit numeric codes (populated from the CLIN), followed by an alphabetic code. The alphabetic code for the 5th & 6th digits should NOT include the alphabets O or I. For CLIN # 0008, if there are priced SLINs, then the numbering is: 0008AA, 0008AB…..0008AH, 0008AJ….0008AN, 0008AP……0008AZ, 0008BA…..0008HZ, 0008JA……0008NZ, 0008PA……0008ZZ.
You can choose to create an option line on a CLM document that you intend to exercise at a future point in time. Instead of modifying the source document to add the line at a future date, you can enter the anticipated options on the original award. For example, a software purchase can be entered as a base line. This necessarily entails support and training as options for the purchase of a software package. Therefore support and training can be entered as option lines as the vendor has promised them. At a later date, the options of support and training can be exercised because the vendor has now promised to deliver support and training. The option lines of support and training, once exercised, can be received and invoiced as well.
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).
An Option Line is numbered in the same way as a CLIN or a SLIN. For more information on numbering CLINs and SLINs, please refer to the section Numbering CLINs and SLINs. An Option Line can be Priced or Informational. An Option Line cannot have any further option lines associated to it.
The line structure of a CLM document has the following fields that store and display Options-related information:
Option Indicator (values can be None, Base or Option)
Base Line Number
Option Number
Option From Date
Option To Date
In addition, two fields - Exercised Flag and Exercised Date are available in the Award and IDV document lines. Use Modifications to exercise an Option Line. When an Option Line has been exercised, the items/services can be received in the Receiving module. Then the line can be invoiced as well. For an IDV, the Option Line can be ordered off only after it is exercised using the Modification document.
Note: Option Lines do not have funds, that is, they are not funded lines. Funds can be added to Options Lines only concurrently with or after the Option Lines are exercised. The value of the field Funded Value is set to 0 for an Option Line that is present in a Purchase Requisition or an Award.
Apart from the fields that store and display Option-related information at the line level, the CLM document header contains two Option-related fields: Total Cost Including Options and Total Cost Excluding Options.
The Total Cost Including Options is the system calculated value of the total amount of all line items on the Award. The Total Cost Excluding Options is the system calculated value of total amount of all line items on the Award that are not marked as Options.
To create an Option Line, please keep the following considerations in mind:
If you need to enter/add/create a new line, use the Create Option button, indicated by a colored + icon, that shows on the CLM documents page in the Lines region by default.
Create an Option Line by clicking Create Option from a source line. In turn, a new line is directly copied from the source line by the system, however the new line is editable and is treated as a separate line. The source line now becomes a Base Line.
The Create Option button is displayed for all lines that are not Option lines.
If the line is already a Base Line, click the Create Option button to create another Option Line. The new option line number is incremented by 1.
Delete an Option Line directly by clicking the Delete (trashcan icon) button. This might re-order the existing Option Numbers if the deleted option number is less than the greatest option number for this Base Line. For example, there are 3 option lines attached to the same base line. If the user deletes the Option Line No.2, then Option Line No.3 is renumbered to Option Line No.2.
If you try to delete a Base Line that contains one or more Option Lines, a warning message is displayed: You are attempting to delete a Base Line; this action will delete the following associated Option Line (line number). Do you want to continue? The options are Yes or No. If the user clicks Yes, the Base Line, along with its Option Lines, will be deleted.
You can update Option Lines, by editing the line information on the CLM documents page. In case the Option Lines along with the Base Line needs to be updated, a message displays, prompting you choose whether you wish to apply the Base Line changes to the associated Option Lines. The options to choose are Yes, No, and Cancel.
If you select a Base Line to copy, a message displays, informing you that the Base Line will be copied with its associated Option Lines. You are prompted to choose whether to copy the Base Line with its associated Option Lines or not. The alternatives are Yes or No.
Option From/To Date - Option From Date cannot be a date prior to that of the system date. Option From/To Date - Option To Date cannot be earlier than the Option From Date.
Pricing of lines takes place only if the CLIN or SLIN is priced and not informational. For more information on informational and priced lines, please refer to the CLIN/SLIN section.
The Type field enables you to specify a line type – broadly classified as Quantity Based or Amount Based. Selecting a line type from the Type LOV is a factor in determining how the total amount will be calculated for the item/service that the agency wishes to procure. If the Type selected is Quantity Based, then the Item/Job field is enabled and on choosing an item/job, the Description field is automatically populated or you can choose to enter a Description. If the Type selected is Amount Based, then the Item/Job field is disabled and on choosing a service, the user needs to enter a Description.
The Contract Type LOV contains all the Contract Types that can be used for that Line Type. FAR part 16 defines the Contract Types. The various Contract Types that are seeded in CLM are:
Firm Fixed Price (FFP)
Fixed Price Level of Effort (FP-LOE)
Fixed Price Economic Price Adjustment (FP-EPA)
Fixed Price Incentive (Firm Target) (FPI-FIRM)
Fixed Price Incentive (Successive Targets) (FPI-SUC)
Fixed Price Prospective Price Redetermination (FP-PPR)
Fixed Ceiling Price Retro-price Redetermination (FCP-RPR)
Fixed Price Award Fee (FPAF)
Cost Contract (COST)
Cost Plus Fixed Fee (CPFF)
Cost Plus Award Fee (CPAF)
Cost Sharing (CS)
Cost Plus Incentive Fee (CPIF)
Labor Hour (LH)
Time and Materials (T&M)
Other Direct Costs (ODC)
If you select Quantity Based Line Types, the LOV for the Contract Type displays only those Contract Types that do not depend on any pricing attribute other than Quantity and Unit Price for the price calculation. The Quantity Based Contract Types that can be used are:
Firm Fixed Price (FFP)
Fixed Price Level of Effort (FP-LOE)
Fixed Price Economic Price Adjustment (FP-EPA)
Fixed Price Prospective Price Redetermination (FP-PPR)
Fixed Ceiling Price Retro-price Redetermination (FCP-RPR)
Fixed Price Award Fee (FPAF)
Labor Hour (LH)
Time and Materials (T&M)
If you select an Amount Based Line Type, all the Contract Types are displayed in the Contract Types LOV.
A Cost Constraint is an indicator at CLIN/SLIN level that controls the pricing or the document printing behavior for that CLIN/SLIN.
The following are seeded cost constraints in CLM:
Not Separately Priced (NSP)
No Charge
To Be Negotiated (TBN)
Estimated (EST)
Not to Exceed (NTE)
Fabrication Cost
Catalog
The Cost Constraint field may have one of the following values:
The following cost constraint indicators are displayed in place of the CLIN price and the dollar sign ($) in the printed output only. The line item value is set to zero ($0) for calculation purposes. Lines containing these cost constraints are priced lines.
Not Separately Priced (NSP): This cost constraint enables you to indicate that the price for a line item/service is included in the price of other line items/services. CDRL lines are often NSP; regular lines can have this constraint as well, for example, a line describing a monitor that is included in the price of a PC that is priced separately on another line.
No Charge: Identifies an item/service that has a price associated to it; however the vendor does not charge for it. An example for No Charge cost constraint is shipping and handling charges on a catalog item purchase.
The following cost constraint indicator is displayed in place of the CLIN price and the dollar sign ($) in the printed output only. The line item/service value will be retained in the system for calculation purposes, however it will not be printed.
To Be Negotiated (TBN): Line items that have not been priced and will be priced at a later time or a future date. This is used in letter contracts, contract modifications, and option lines.
The following cost constraint indicators are displayed in addition to the CLIN price and the dollar sign ($). These are only descriptors for the price. For example, if Estimated is selected, the printed output displays EST $100 for a $100 line marked with a cost constraint of Estimated.
Estimated: Used when the exact quantity of supplies or services is not known, such as a Requirements type contract or a Labor Hour/T&M services contract.
Not to Exceed (NTE): Used when the exact quantity of supplies or services is not known and the government wishes to set a ceiling on the maximum value, such as in a Labor Hour/Time and Materials services contract.
Fabrication Cost: Used in a major system/supply contract to indicate the price for only fabricating or assembling the system not including the incorporated Government Furnished Materials (GFM).
Catalog: Used to identify that the price is based on the vendor's catalog pricing.
Some guidelines that apply to seeded printing logic for the pricing information based on the Cost Constraints:
If the Cost Constraint is Not Separately Priced (NSP), No Charge, or To Be Negotiated (TBN), then the Total Line Amount value (e.g. Extended Price) should not print. In place of the Total Line Amount value, NSP, No Charge or TBN should print based on the selected Cost Constraint.
If the Cost Constraint is Estimated (EST), Not to Exceed (NTE), Fabrication Cost, or Catalog, then the cost constraint should precede the line total amount value during printing. For example, if the Estimated is selected, the printed output could display EST $100 for a $100 line marked with a cost constraint of Estimated.
Indefinite Delivery Contracts (IDCs) are contracts for supplies and/or services that do not procure or specify a firm quantity of supplies (other than a minimum or maximum quantity) and that provide for the issuance of orders for the delivery of supplies during the period of the contract. The values for IDC Type are: Not Applicable, Definite Quantity, Indefinite Quantity, Requirements. Most solicitations will be Not Applicable, implying that the quantity is known at the time of solicitation and award. Other solicitations may be identified as Definite Quantity, Indefinite Quantity, or Requirements contracts. The combination of IDC type and the contract type determines the pricing calculation for the lines.
IDC Types are applicable only to Solicitations (where the outcome document is an IDV) and IDVs (and not on Purchase Requisitions and Awards).
Award Fee is a flag that indicates whether the line has an associated Award Fee (in a separate line) or not.
| Serial No. | Contract Type | Formula | Pricing Attributes |
|---|---|---|---|
| 1. | Firm Fixed Price (FFP) | Extended Price = Quantity*Unit Price | |
| 2. | Fixed Price Level of Effort (FP-LOE) | Extended Price = Quantity*Unit Price | |
| 3. | Fixed-Price Economic Price Adjustment (FP-EPA) | Extended Price = Quantity*Unit Price | |
| 4. | Fixed-Price Prospective Price Redetermination (FP-PPR) | Extended Price = Quantity*Unit Price | |
| 5. | Fixed Ceiling Price – Retro Price Redetermination (FCP-RPR) | Extended Price = Quantity*Unit Price | |
| 6. | Fixed Price Award Fee (FPAF) | Extended Price = Quantity*Unit Price | |
| 7. | Award Fee (FEE) | Extended Price = Award Fee | |
| 8. | Fixed Priced Award Fee (FPAF) | Extended Price = Quantity * Unit Price + Award Fee | |
| 9. | Labor Hour (LH) | Extended Price = Quantity*Unit Price | |
| 10. | Time-and-Materials (T&M) | Total Amount = Other Direct Costs | |
| 11. | Time-and-Materials (T&M) | Total Amount = Quantity*Unit Price + Other Direct Costs | |
| 12. | Fixed-Price Incentive (Firm Target) (FPI-FIRM) | Total Target Price = Target Cost+Target Profit | Ceiling Price; Ceiling Price%; Govt Share Above Target (%); Govt Share BelowTarget (%); Target Unit Price= Total Target Price/Quantity |
| 13. | Fixed-Price Incentive (Successive Targets) (FPI-SUC) | Total Target Price = Target Cost+Target Profit | Ceiling on Firm Target Profit; Floor on Firm Target Profit; Ceiling Price; Ceiling Price % =Ceiling Price / Target Cost; Govt Share Above Target (%); Govt Share BelowTarget (%); Target Unit Price= Total Target Price/Quantity |
| 14. | Cost Contract (COST) | Estimated Cost = Estimated Cost | |
| 15. | Cost-Plus-Award-Fee (CPAF) | Total Amount = Estimated Cost+Base Fee+Award Fee | |
| 16. | Cost-Plus-Fixed Fee (CPFF) | Total Amount = Estimated Cost+Fixed Fee | Fixed Fee %= Fixed Fee/Estimated Cost |
| 17. | Cost-Plus-Incentive-Fee (CPIF) | Total Amount = Target Cost+Target Fee | Minimum Fee; Maximum Fee; Govt Share Above Target (%); Govt Share BelowTarget (%); |
| 18. | Cost Sharing (CS) | Estimated Cost = Estimated Cost | Govt Share Percent; Govt. SHARE AMOUNT = Estimated Cost*Govt Share %; CONT. SHARE AMOUNT= Estimated Cost-Govt Share Amount |
Note: The system generated captions for the total amount will change, based on the IDC type.
Some guidelines that govern the pricing of a line:
Quantity Based Lines always have the amount calculated as Quantity * Unit Price.
Amount Based Lines have different formulae for calculating the total amount. You can open a popup window called Pricing Details for Amount Based Lines. This popup enables the user to input the values for the pricing elements and calculates the line amount. The pricing elements that are derived from the calculation logic are view-only fields and the user cannot update them (they will be grayed out). The popup has a Calculate button to calculate the Total Amount and any other calculated pricing elements.
The pricing elements in the popup are displayed based on the Contract Type at the document line level.
Note: Please note the Retroactive Pricing and Pricing Transparency features are not supported in CLM.