A Contract Modification may be issued for any reason following an Award/IDV. Usually the rationale includes a needed change to the requirements/deliverables or Terms and Conditions of the Award/IDV. Alternatively, it may be issued to execute an Option line on an Award/IDV, or to increase incremental funding on a line or sub-line or increase/decrease the scope of work. Modifications may also be issued to make Administrative changes to an Award, such as effecting a change to an address of one of the Government parties to the contract, or to revise a named point of contact in a Procurement office. In all cases the Modification is a separate document, sometimes with specific Terms and Conditions that apply to that Modification, and with a separate approval process and sometimes requiring the signatures of both the Procurement office as well as the supplier while other times being issued without requiring the signature of the supplier. Once approved and signed as required, the Modification becomes part of the Award/IDV.
From Buyer Work Center, using the Awards and IDVs pages, click the Modifications sub-tab to see the modifications with various statuses. The Awards Modifications or IDVs Modifications pages display the modifications based on the default view – Draft Modifications. The Views region enables you to see all the modifications to which you have access. For example, if you wish to see your Draft Modifications, or their Approved Modifications, you need to select the appropriate view. You can personalize the views as well. Views are predefined searches for modifications. To use a view, select the view from the View list and click Go.
Use the following pre-defined views to search for modifications:
Approved Modifications - This view displays modifications that have a status of Approved.
Draft Modifications - This view displays awards that have a status of Draft.
In Process Modifications - This view displays all modifications that are in the process of approval.
Modifications Pending Supplier Signature - This view displays modifications that require supplier signature.
Rejected Modifications - This view displays modifications that have been rejected during the approval process.
Withdrawn Modifications - This view displays modifications that have been withdrawn during the modification lifecycle and are not going to be synced with the award/IDV.
Personalized Views - You can create your own specialized views that displays only those modifications in which you are interested. Click Personalize and the Personalize View page that displays enables you to create new views or modify existing ones.
Click Search to find any modifications that may not be listed in the search results region. The default search criteria are: Modification, Award / IDV, Supplier, Description; however you can add other search criteria by selecting a search field from the Add Another LOV. You can also personalize the search and convert it into a saved view.
Some of the fields that you can use as search criteria using the Add Another LOV are: Operating Unit, Modification Number, Modification Effective Date, Modification Amount, Modification Status, Modification Issuing Office, Modification Administrative Office, Order Number, Supplier Name, Buyer, Cancellation Indicator, Document Style.
Depending on the record you select, the Actions LOV changes it’s values. For example, with Draft Modifications you can perform the following actions: Check Funds, Delete, Sync, Update etc. With Approved and Merged Modifications, you can perform the following actions: View Action History, View Base Document, View Change Summary, View Description, View Modification PDF.
As a user, you can specify the office address and contracts that you want to default on the Address and Supplier Details page. Using the options on the Preferences page, select values for the different office addresses and contacts. This enables you to save on data-entry time and effort, because the office addresses and contacts values that you specify in the Preferences page default on each document you create.
Click the Preferences link located at the top of the page to view and edit the default values that will appear on the modification. 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, Payment Office, Issuing Office etc.). The selected master data defaults on the modification in the Address and Supplier Details tab. You can change the values of the defaulted data on the specific modification. This data on the modification is retained, even if the preference settings change at a later point of time.
The ways in which you can create modifications are as follows:
In Buyer Work Center, select an approved Award and open it. From the Awards View page - Select the Create Modification action in the Select Award LOV in the View region and click Go. The Modification page displays with the header tab highlighted.
If the view you have selected is My Approved Awards, the Actions LOV displays the Create Modification action. Select an Award using the Select radio button and then choose the Create Modification action and click Go. The Modification page displays with the header tab highlighted.
In Buyer Work Center, select an approved IDV and open it. From the IDVs View page - Select the Create Modification action in the Select IDV LOV in the View region and click Go. The Modification page displays with the header tab highlighted.
If the view you have selected is My Approved IDVs, the Actions LOV displays the Create Modification action. Select an IDV using the Select radio button and then choose the Create Modification action and click Go. The Modification page displays with the header tab highlighted.
Users who create the Modification should have a Buyer role in the system, otherwise they cannot create a modification.
A modification with a status of Draft is be created for that Award or IDV. The field values of the Award or IDV are also displayed in the Modification. For example, if the IDV has a value in the Set Aside Status field, the same value is displayed in the Modification document and is available for editing.
Note: Please note that you can create modifications for awards or IDVs that have a status of Approved.
For an award or IDV, there can be only one active modification at a given point of time. You cannot create another modification when an active modification exists.
Modifying Complex Work Orders
You can create a modification for a complex work order in the same way you would for an award or an IDV. However please note the following rules for a modification of a complex work order:
Information lines do not have pay items.
Option lines (both exercised and unexercised) can have pay items.
The advance amount cannot be more than the funded amount.
Requisition Amendments and Modifications
Using the Requisitions > Amendments sub-tab in Buyer Work Center, you can choose to implement a purchase requisition amendment. During this implementing process, the changes to the header and line details have to be manually updated in the corresponding award or solicitation; or the newly added SLIN or distribution are automatically updated in the corresponding award or solicitation. If the amendment line you are accessing is part of a draft modification, an error message is displayed. If the amendment line you are accessing is part of a modification that is undergoing approval, the amendment cannot be accepted until the modification gets approved.
Attachments in Modifications
When a modification is created for an award or IDV with attachments, the modification document needs to be saved first, and then any changes to the attachments can be carried out.
Every modification has a header tab, using which all the general information about the modification can be entered. Some of the fields in the main region of the header tab are:
Award or IDV: This is the number of the Award or IDV for which the modification is being created. The Award or IDV number follows the numbering structure that is set up in CLM.
Modification Number: The Modification Number field is generated automatically; it follows the same structure of the Award or IDV and has a serial number concatenated to it. For example, if the Award or IDV number is MAS128-10-C-1234, the Modification number is MAS128-10-C-1234-C0001 for a draft modification. The modification number is MAS128-10-C-1234-0001 for an approved modification. You can update this number by clicking the Edit Document Number link below the Modification Number. This opens a popup that enables you to modify the number.
Modification Effective Date: This is the date that the modification is effective and is editable till the modification is submitted for approval. This date can be in the past, current date or in the future. This is a mandatory field for the modification to be created.
Modification Signed Date: This date is populated when the buyer finally signs the document and this date cannot be updated.
Contracting Officer: Select a Contracting Officer's name from the search LOV, if a name is not already defaulted from the Preferences page.
Bilateral Indicator: This is an indicator stating that the award or IDV is bilateral, that is, both the government and vendor parties must sign before the award or IDV is considered legally binding. If the award or IDV is selected as bilateral, then there must be a record of having received vendor signature or acknowledgement of the award before finally approving it in CLM. If the award or IDV is listed as bilateral, then the vendor signatory information must be completed before finally approving it in CLM. The supplier contact details need to be provided in case the signature is bilateral. The seeded values for this field are None, Proxy Signature and Signature.
Number of Signed Copies: If the supplier is required to sign the modification, this free-text field indicates the number of (hard copy) copies to return to the contracting office.
Cancellation / Termination Indicator: This LOV indicates if the modification is to be canceled for a reason. The following reasons may be selected for canceling a modification:
No Cost Cancel: this is applicable for Awards and IDVs and can be performed at the header level only. No Cost Cancel is allowed on a modification only if there is no receiving or invoicing carried out on the order
Terminated for cause
Terminated for convenience
Terminated for default
The Modification Justification region consists of the following fields:
Justification: This field enables you to select a short justification for the changes made in the modification. The more extensive description of changes is found in the system-generated description that gets printed in continuation pages after the SF30 face page. This field gets printed in SF30.
Modification Authority: Select from the four available options representing fields in SF30:
This change order is issued pursuant to:
This modification is issued to reflect admin changes pursuant to FAR43.103(b)
This supplemental agreement is entered into pursuant to the authority of:
Other Authority:
Authority Text: This is a free text that populates the appropriate part of SF30, it could cite a FAR section or clause in the original award giving the contracting officer the authority to modify the award, or it could read as follows: Mutual Agreement of the Parties.
Apart from the above regions, the header contains other regions that are relevant to the award or IDV.
The Address and Supplier Details tab enables you to select Office Types, Locations and Contacts that need to be associated to the modification. This information will often default from the user preferences or previous documents in the process, and can be changed / updated by you any time prior to approval. When the modification is approved, this data may not be changed / updated, except through another modification. Even if the master data changes over a period of time, the data that is stored as part of the modification does not change. For example, an Issuing Office location is changed after 2 years after the approval of a modification. The value of the fields in the modification which used that office location will not change to the new office location value, it will retain the original location values which existed at the time of approving the modification.
Each address row consists of the following information: Address Details, Address Type, Location Address Code and Contact.
Issuing Office: The Issuing Office is responsible for completing the award / IDV. The Issuing office is also often used as a reporting field to aggregate spending or contract actions, workload, etc. across organizations. Changing the Issuing Office from the original award / IDV changes the value for the conformed award / IDV. On a Modification there is Modification Issuing Office field that indicates the contracting office that is creating the Modification document. The Modification Issuing Office is specific to the modification only and does not affect the Issuing office for the overall award / IDV. The address detail elements of the Issuing office are: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, Country. You can enter a default Issuing office that will populate the award / IDV upon creation but can be changed later.
Enter the Contact details for the Issuing Officer - the name of the individual responsible for the contracting action. This field prints on each standard form in the Printed Name block next to the signature block depending on the form selected. The Contact details are: Name, Title, Phone Number, Email Address.
Modification Issuing Office: This is the office responsible for completing the modification. Each modification can have a separate Issuing Office that may be different from the Issuing Office for the award/IDV.
COTR Office: The COTR is the Contracting Officer Technical Representative – a stakeholder who has responsibility around the contract. Within the system, a COTR’s duties could include accepting deliverables under the contract, receiving notifications related to the contract.
During the creation of the solicitation or award / IDV, the buyer decides if a COTR is necessary for the procurement and, if required, selects an appropriate COTR and COTR address. Subsequent tasks such as approval of invoices and acceptance of services or similar items may be given to the COTR. The address detail elements of the COTR Office are: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, Country. You can enter a default COTR office that will populate the award / IDV upon creation but can be changed later. The COTR address details remain as is, when the award / IDV is finally approved.
COTR Contact Name field enables you to enter the Contact details for the COTR Office. The Contact details are: Name, Telephone Number, Email address.
The COTR Office Address and COTR Contact details may be changed anytime without a modification.
Requesting Office: The Requesting Office is the office where the purchase requisition originates. The buyer who is assigned the requisition uses the address to know whom to contact in the case the requisition needs to be revised or questions arise. It can also be used in reporting to know how much business is coming from the different offices. This office information is usually entered on the originating requisition and is passed on to the solicitation and then to the award / IDV. The address detail elements of the Requesting Office are: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, and Country. The Requesting Office details are defaulted from the purchase requisition (or solicitation). The address details are retained as is, when the award / IDV or modification is finalized.
Note: When creating an award / IDV with a reference to a purchase requisition, if there are lines from different requisitions, then the Requesting Office address from the earliest created requisition is used.
Requesting Office Contact Name field enables you to enter the Contact details for the Requesting Office. The Contact details are: Name, Telephone Number, Email address.
Property Administration Office: The 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 solicitation or award / IDV is created, the buyer checks if the line item uses government property or acquires government property, and if required, selects the appropriate property administration office and contact.
The address detail elements of the Property Administration Office are: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, and Country.
A default Property Administration Office value populated the field, however this information can be changed anytime prior to the approval of the award / IDV. Post approval, this information can be changed via a modification.
Administration Office: This office is responsible for making changes to the award / IDV (via modifications, additions to the contract file, etc.) and monitoring its progress.
This office is also used to determine which office must be contacted in order to get updated status on an award / IDV (audit, modifications, etc.).
The address detail elements of the Administration Office are: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, and Country.
A default Administration Office value is populated in the field, however this information can be changed anytime prior to the approval of the award / IDV.
Administration Contact Name field enables you to enter the Contact details for the Administration Office. The Contact details are: Name, Telephone Number, Email address.
Modification Administration Office: This is the office responsible for making changes to the modification and monitoring it's progress. This Modification Administration Office may differ from the Administration Office of the Award/IDV.
Small Business Administration Office: The Small Business Administration Office is responsible for coordinating and reviewing plans for setting aside procurements for small businesses and similar groups.
At the time of award / IDV creation, the buyer decides if the award / IDV has a small business implication and if so, the buyer selects the appropriate small business administration office and contact.
The address detail elements of the Small Business Administration Office are: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, and Country.
A default Small Business Administration Office value is populate in the field, however this information can be changed anytime prior to the approval of the award / IDV. Post approval, this information can be changed via a modification.
Small Business Administration Contact Name field enables you to enter the Contact details for the Small Business Administration Office. The Contact details are: Name, Telephone Number, Email address.
Payment Office: The Payment Office is responsible for disbursing the payment to the vendor.
Depending upon the organizational structure and responsibilities of the agency, there may be central management of payments for an organization or several organizations within a larger organization. For example, DFAS centrally manages most all payments on DoD contracts.
The address detail elements of the Payment Office are: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, and Country.
A default Payment Office value is populated in the field, however this information can be changed anytime prior to the approval of the award. Post approval, this information can be changed via a modification.
Payment Contact Name field enables you to enter the Contact details for the Payment Office. The Contact details are: Name, Telephone Number, Email address.
Invoice Office: The office responsible for collecting invoices against this award. The address where invoices are to be received is often different from the issuing or payment office.
The address detail elements of the Invoice Office are: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, and Country.
A default Invoice Office value populates the field, however this information can be changed anytime prior to the approval of the award.
The Invoice Contact Name field enables you to enter the Contact details for the Invoice Office. The Contact details are: Name, Telephone Number, Email address.
As part of modifying the IDV or award, you can either create a new line or edit an existing line. You cannot delete a line that has defaulted from an award or IDV. If you do not want to perform any transactions or actions for that line, you can use the Cancellation Indicator to indicate to the supplier that you will not be performing any further transactions for the line. However the line quantities or services may be received. The Cancellation Indicator for the line has the following values:
No Cost Cancel
Terminated for cause
Terminated for default
Terminated for convenience
If you create a new line, the new line is the last in sequence of lines. A CLIN is created by default and you can add SLINs to it and thus create a CLIN/SLIN structure.
Every modification line is automatically numbered, you cannot change the numbering of an existing line, however you can change the numbering of a newly-added line. The Contract Line (CLIN) and Sub-line (SLIN) structure is used in all CLM documents. A Contract Line records 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 record 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. Duplicate numbers are not supported by the system and an error message displays if a duplicate number is found.
SLINS are Sub-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.
If the SLIN is Informational, the last 2 digits are always numeric values in the range 01-99.
If the SLIN is Priced, 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).
For more information on the guidelines that govern the numbering of purchasing document lines, please refer to the Appendix – Key CLM Functionality.
Specify the Line Type using the Type LOV. Lines are usually Quantity Based (for items/supplies) or Amount Based (for services). Depending on the Line Type that is selected, the Item/Job field is enabled (for Quantity Based types) or disabled (for Amount Based types). If the item or service exists in Inventory, iProcurement store or catalog, then the Description and Category field values are defaulted. For Amount based lines, the pricing related fields are entered in the Pricing Details popup and the final computed amount is stored for that line.
Select from the available Contract Types in the Contract Type LOV. Based on the Contract Type selected, a pricing calculation takes place and the item/service is priced on the line.
Enter a Quantity in the Qty field and a Unit of Measure in the Unit field. The Previous Qty field is read-only, however you can update the Change and the Qty fields. If you update the value of the Change field from 0 to 2, and the Previous Qty has a value of 10, the Qty field displays a final value of 12. Any changes in the quantity will automatically affect the calculation of the total amount of the line.
The Amount field gets calculated based on the formula of the Contract Type field, Unit Price, the Quantity and Unit of Measure.
For more details on the various Contract Types and their formulas, please refer to the Appendix – Key CLM Functionality.
You can choose to create an option line on a purchasing document that you intend to exercise at a future point in time. Instead of modifying the source document at a future date, you can enter the anticipated options on the original award. For more information on Options, please refer to the Appendix – Key CLM Functionality.
You can also perform actions such as Update and Duplicate for each line. The Duplicate action makes a copy of the line and places it below the original line. The Update action enables you to view the Update Line page and enter/edit additional line information. The Delete action is applicable only to new lines that you create in the modification, you cannot delete lines that have been defaulted from an award or IDV. If you are deleting a CLIN that has SLINs associated to it, the entire CLIN/SLIN structure is deleted. If you delete a SLIN only, the SLINs below it move up one level in the structure for that CLIN/SLIN hierarchy.
Using Document Builder, you can add a new requisition line to a modification. In Buyer Work Center, navigate to the Requisitions tab to Demand Workbench and select a new requisition line. Add the new line to the modification.
The first region in the Update Lines page defaults the information for the line. In addition, the pricing details are displayed, such as Contract Type, Cost Constraint, Quantity, Unit, Unit Price, Total Amount. The formula for calculating the Total Amount is also displayed in this region.
This region also contains the quantity calculation for your supplies/services. The Previous Quantity field is read-only (that is, non-updateable), and you can either update the Change in Quantity or the Quantity fields. For example, if you enter a final value of 15 in the Quantity field, and the Previous Quantity is 10, the Change in Quantity will be automatically calculated to display 5 as the change in value. You can also enter a value in the Change in Quantity field, and the final Quantity will be automatically calculated. Any changes in the quantity will automatically affect the calculation of the total amount of the line.
You may or may not change the Contract Type and/or Cost Constraint on the modification CLIN/SLIN. You can change the pricing attributes such as Line Type, Unit Price, Unit of Measure and Quantity in addition to changing the Contract Type and/or Cost Constraint.
You can create a new priced CLIN/SLIN in the modification and then update it (while it still has a status of Draft), if required, by changing the Contract Type and / or Cost Constraint or any of the pricing attributes. If the Line Type is Quantity Based or Amount Based, the Line Details page displays the Pricing Details link. Clicking the Pricing Details link displays the Pricing Details popup. Enter any changes you wish to make to the pricing attribute values and the final Total Amount is calculated by the system.
You can update priced CLIN/SLIN in the modification, if required, by changing the Contract Type and / or Cost Constraint or any of the pricing attributes. If the Line Type is Quantity Based or Amount Based, the Line Details page displays the Pricing Details link. Clicking the Pricing Details link displays the Pricing Details popup. Enter any changes you wish to make to the pricing attribute values and the final Total Amount is calculated by the system.
When the modification is submitted for approval, the lines with a total price of 0 (zero) are considered Null and are validated as such by the system. Thus, it is possible to enter and save a CLIN/SLIN with a total price of 0.
The Approver can update the Contract Type and Cost Constraint and the related pricing elements / attributes during the approval process. If the Approver changes the Contract Type and Cost Constraint, the updated Contract Type and Cost Constraint values are displayed in the line.
The Approval notification displays the Contract Type. The approver can view the cost constraint and the associated pricing attributes by clicking on the attachment in the notification.
When the award is approved, the contract type and cost constraint along with the related pricing elements / attributes cannot be updated in any way. If any of these fields need to be changed, another modification document needs to be created.
The Distributions tab enables you to enter or update the funded information for the shipment. On partially funded shipments, the modification displays the partial funded amount in the Funded Value field. However, on new shipments, the funded value defaults to the total amount. However this can be modified by you and the funded value may be 0 or less than the shipment amount. The Partial Funded checkbox is selected to indicate that the funded value is less than the shipment amount. The following funding-related fields are in the Distributions tab to capture the funding information:
Partial Funded Flag – indicates if a shipment 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 shipment amount. However, you 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 shipment amount , an error message displays.
Funded Value – enter and save the Funded Value for each distribution in functional currency. Funded Value is an updateable field, provided the Partial Funded checkbox is not selected. The Funded Value cannot be greater than the shipment amount for a distribution. Funded value cannot be negative. In case you do enter a Funded Value that is greater than the total shipment amount or a negative amount, an error message displays.
Quantity Funded – Quantity funded for each distribution and displayed only for Quantity Based lines. The Quantity Funded field is not 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. Quantity Funded gets overwritten if you 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. Amount Funded gets overwritten if you modify the Funded Value.
The Functional Currency code is displayed along with the Funded Value field. The sum of the Funded Value fields of the distributions is displayed at the purchase request line level. Similarly the sum of the Funded Value fields is displayed at the header level.
You may not modify / change the Accounts on the existing Distributions on the PO Modifications page.
None of the Account derivation attributes are available for Modification. If you want to modify the accounts on a distribution, you have to update the funded value on the Distribution to 0 (zero) and then create a new Distribution with the new accounts.
Even if the funding related fields are not updated, the total line value cannot be less than the Funded Value, that is, the Funded Value can not be greater than the total line value.
Funds are locked on the original conformed award when the modification is being approved or merged.
You can check the availability of the funds while creating the modification by selecting the Check Funds action in the Actions LOV in the header and lines pages.
Funds are not reserved or liquidated at the time of modification creation. Every modification needs to be reserved just before approval. It is only during approval that funds are reserved. When the encumbrance action is successful, the modification gets approved. Liquidation/Reservation of the funds takes place when approving the modification.
When the Partial Funded checkbox is selected, the Encumbrance is created for the incremental or decreased funded value while approving the modification. Funds are encumbered in a period as per the GL Date entered while creating the modification.
When the document is approved, the Encumbered Amount on the distribution should be updated with the Funded Value and encumbered flag is set to Yes. However, Distributions that are marked with Prevent Encumbrance flag with a value of Yes are not considered for Encumbrance actions.
Apart from adding option lines to existing CLINs/SLINs, you can also exercise an option line, that is, convert an option line into a line whose supplies/services can be received in the present time if the funds are available. You can exercise an option line by selecting the Exercised checkbox and entering a date in the Exercised Date field. The line that is being exercised may or may not be funded. For more information on funding, please refer to the Funding section in the appendix – Common CLM Functionality and the Funding section in this chapter.
When you select the Exercised checkbox, the Exercised Date defaults to the system date. This is an updateable field. The Exercised Date is a date that should be between the Option From Date and Option To Date.
On a modification, you may or may not choose to exercise the option line. If you do not choose to exercise the option, the Exercised checkbox is not selected, and the Exercised Date field is not entered.
Alternatively, you can create a modification to exercise the option and also enter the funding information for the same line for the Distributions tab (for Awards only – IDVs are not funded).
Therefore, you can create a modification to exercise as well as fund the option line.
When you exercise an option line via a Modification, a notification is sent to the buyer, providing the details of the exercised option line.
Please note that after the option line is exercised and funded (not necessarily fully), CLM ensures that Receiving takes place only for the amount that is funded. Therefore, if the option line is not exercised and funded, then any further transactions such as receiving and invoicing are not allowed.
In the case of IDVs, the option line can only be released after it is exercised.
The fields in this tab enable you to enter information regarding the shipment of the items being procured.
Enter schedule details: Schedule, Locations, Organization (Org), Quantity (Qty), Need-By Date, Period of Performance Start Date and Period of Performance End Date. For service lines, period of performance dates is the time period (start and end date) in which the service takes place. A line may not have both a Need-By Date and a Period of Performance Start Date / Period of Performance End Date.
The Previous Qty field is read-only, however, you can update the Change and the Qty fields. For example, if you update the value of the Change field from 0 to 2, and the Previous Qty has a value of 10, the Qty field displays a value of 12. You can update the value of either the Change field or the Qty field to display the new quantity. Any changes in the quantity will automatically affect the calculation of the total amount of the schedule.
To expand the schedule to full page view, click the Actions Update icon.
In the Update Schedule page, the Previous Quantity field is read-only, however, you can update the Change in Quantity and the Quantity fields. For example, if you update the value of the Change in Quantity field from 0 to 5, and the Previous Quantity has a value of 10, the Quantity field displays a value of 15. You can update the value of either the Change in Quantity field or the Quantity field to display the new quantity. Any changes in the quantity will automatically affect the calculation of the total amount of the schedule.
For more information on the Schedules tab, please refer to the section Schedules in the Awards chapter.
The Distributions tab incorporates the following funding fields: Non-DoD Funding Indicator, External Account and FMS Case Number.
External Account: This field records the line of accounting that represents the funds from another system. You can enter free text in this field, multiple values are also acceptable, and it can be printed and integrated to an external system.
Non DoD Funding Indicator: This indicator determines if the LOA is provided from the DoD or not. For DoD orders, this information is important for FPDS-NG reporting.
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.
Agency Accounting Identifier: This field is used to identify the accounting system to which funds belong.
The Previous Qty field is read-only, however, you can update the Change and the Qty fields. For example, if you update the value of the Change field from 0 to 2, and the Previous Qty has a value of 10, the Qty field displays a value of 12. You can update the value of either the Change field or the Qty field to display the new quantity. Any changes in the quantity will automatically affect the calculation of the total amount of the distribution.
If you make a change in the Change in Funded Value field, the difference will be recalculated and displayed in the Fund Value field. Alternatively, if you make a change in the Fund Value field, the difference will be recalculated and displayed in the Change in Funded Value field. Correspondingly, the value of the Quantity Funded field is also updated.
To expand the distribution to full page view, click the Actions Update icon.
In the Update Distribution page, the Previous Quantity field is read-only, however, you can update the Change in Quantity and the Quantity fields. For example, if you update the value of the Change in Quantity field from 0 to 5, and the Previous Quantity has a value of 10, the Quantity field displays a value of 15. You can update the value of either the Change in Quantity field or the Quantity field to display the new quantity. Any changes in the quantity will automatically affect the calculation of the total amount of the distribution.
For more information on the Distributions tab, please refer to the section Distributions in the Awards chapter.
The Cancellation/Termination Indicator in the header details of the award/IDV enables you to terminate or cancel the award or IDV. The values that can be selected are:
No Cost Cancel: This value is applicable for both awards and IDVs. The No Cost Cancel Cancellation Indicator assumes that no Receiving and Invoicing have been done for that award. In case Receiving and Invoicing have been performed for the award, an error message displays, and the user is not allowed to proceed with the cancellation.
Terminated for cause
Terminated for convenience
Terminated for default
The data that is modified is synchronized with the conformed award or IDV. This synchronization can also be done by selecting the Sync action from the Actions LOV. A series of validation checks is carried out to perform the sync.. For example, an approved award has a line with a quantity of 100. A modification is created for the award. During the life of the modification, if you have received or invoiced a quantity of 80, the validation checks ensure that you cannot change the quantity to less than 80. In this way, the modification data is synchronized with the conformed award or IDV.
During the merge of the modification with the conformed award or IDV, the conformed document is updated with the changes made in the modification. A new revision is created for the award or IDV. The updated data is thereafter available on the conformed award or IDV.
Synchronizing and merging take place for a modification during the modification approval process.
Prior to finally approving a modification, the system checks to see if the modification’s Bilateral Indicator field indicates whether the modification approval should be done by the buyer and the supplier.
When the value of the Bilateral Indicator field is Signature, the supplier accesses the modification during approval using Oracle iSupplier Portal and signs the document. The signature is recorded in CLM Purchasing module.
When the value of the Bilateral Indicator field is Proxy Signature, the supplier sends the acceptance via hardcopy mail, email or any other means. The buyer signs on behalf of the supplier with the following details - Name, Title and Date Signed.
Number of Signed Copies: If the supplier is required to sign the modification, this free-text field indicates the number of (hard copy) copies to return to the contracting office.
Your CLM document (Award, IDV or Modification) has an action called Update FPDS-NG Reporting Information in the Actions LOV (the Actions LOV is available on all the tabs). For example, the tabs in an award are: Header, Addresses and Supplier Details, Lines, Schedules and Distributions. Using the Actions LOV on any of these tabs, you can select the action Update FPDS-NG Reporting Information to open the Edit FPDS-NG Reporting Information page. This page enables you to enter/update/view the reporting details for the CLM document. That is, all the information relevant to FPDS-NG reporting is displayed in this page.
You can also select the action Update FPDS-NG Reporting Information using the Views region in any summary page for any CLM document. Select one CLM document using the Select radiobutton and then choose the action Update FPDS-NG Reporting Information from the Select Award (or Select IDV or Select Modification) LOV.
Please refer to the chapter Federal Procurement Data System – Next Generation (FPDS-NG) for more information.
A Contracting Officer is an official with the authority to obligate money for the federal government. The Contracting Officer’s duties include issuing solicitations, awards, modifications, and orders, and he/she utilizes the majority of the processes and features within the federal system as well.
A Contracting Officer is also assigned the task of approving and signing awards, IDVs and modifications that are within the warrant amount associated with the Contracting Officer. For example, the Contracting Officer has a Type 1 warrant of $5000, and the Type 1 warrant is associated with an award. This means that the total amount of the award should be $5000 or less, if it needs to be approved by the supplier and the Contracting Officer. If the total amount of the award exceeds $5000, the buyer can assign another Contracting Officer who has the authority to approve and sign for a larger sum of money.
In CLM, a buyer is specified as a Contracting Officer. When a buyer is marked as a Contracting Officer in the system, a warrant is also associated with the Contracting Officer. For more details on setting up warrants, Contracting Officer, associating CLM documents with warrants, etc, please refer to the Contract Lifecycle Management for Public Sector Implementation Guide.
A Warrant consists of Warrant Types and a Contracting Officer association. A Contracting Officer can be associated with one Warrant only. Every Warrant Type has a Warrant Amount associated with it. The seeded or predefined Warrant Types in CLM are available as lookup values as:
Type 1
Type 2
Type 3
Type 4
Type 5
The Warrant Types can be defined and set up by individual agencies, according to their particular requirements. Additionally, implementers can enter different Warrant Amounts for each Warrant Type, and again, this differs from agency to agency. Warrant Amounts cannot be negative values.
If you wish to ensure that the award or IDV modification amount you submitted for approval is validated against the Warrant Amount, your system administrator needs to enforce warrants by associating a Warrant Type to a CLM document style in the Document Styles page. For example, your Document Style is Award, and the Warrant Type associated with it is Type 1 (The Warrant Type for a modification document is inherited from the base document, that is, Award or IDV). Type 1 has a Warrant Amount of $5000 and is associated with a Contracting Officer. When a Contracting Officer signs a modification document, the warrant defined for that Contracting Officer is validated during the document submission step as well as during the final approval of the document. The warrant amount should be greater than or equal to the sum of the absolute values of the modification line change amounts. For example, if line-0001 is increased by $15000, line-0002 is increased by $2000 and line-0003 is reduced by $3000. Thus the modification document total change amount is $20000. Hence the warrant amount for the Contracting Officer should be at least $20000. Therefore, the system validates if the total amount of the modification exceeds the Warrant Amount that is associated to the Contracting Officer. You cannot proceed further unless you change the total amount of the modification or change the Contracting Officer, so that another Contracting Officer who has greater authority for obligating larger sums of money can be associated with the modification.
Use the Create Modification action to create a modification for an Award or IDV. Note that the warrant level set for the document style from which the modification document (Award-Modification or IDV-Modification) is created is considered for warrant validation. If the document style is not enforced for warrants, then no validation is performed.
Update the required and relevant fields for your modification. When the line information is updated, the changed amount of the line(s) is calculated and validated against the total warrant amount. This implies that the Contracting Officer, who is associated with a warrant, should have the capability to approve a modification with a total change amount that is not greater than the warrant amount. If the warrant amount is less than the total change amount of the modification, then the buyer can assign another Contracting Officer with a higher warrant authority to the modification document.
Only line amount changes are validated not amounts at the schedule or distribution level.
When warrant currency is different from the ledger currency or the document currency, appropriate validations are carried out and you see an error message.
Submit your modification for approval. During document submission, some validations are performed: checks such as the validity of the warrant and Contracting Officer, active status of the warrant, total amount of the CLM document and the total warrant amount, etc are carried out. If any of the validation checks fails, an error message is displayed and you need to make the necessary corrections in order to proceed.
The status of your modification is now Pre-Approved or Approved, depending on whether you need the document to be electronically signed by the Contracting Officer or not. The Acknowledgement column in the document Views region displays whether a signature is required. For more information on electronic signatures, please refer to the Electronic Signatures section.
In order to see the previous values and the newly entered values, you need to select the Generate Description action in the Modification main page. This action opens the System Generated Description page that enables you to see the previous value, current value and the difference (if the value is a number or a date such as Price, Quantity or Option From Date, Option To Date).
You can print the description of changes in the SF30, the previous value, current value and the difference is also printed in the SF30 form.
In order to see the changes made, the modification needs to be saved. If there is unsaved data, you are prompted to save your work before continuing to the Change Description page.
The Change Description page consists of a large text area where the previous and changed values changes are displayed. Apart from the text area, you have the choice of generating the change description in Runtime mode (real time) or in Background Mode by selecting either of the radio buttons – Runtime Mode or Background Mode. Runtime Mode is selected by default. Click on one of the radio buttons and then click Generate.
Select Runtime Mode and click Generate: the page is refreshed and the text area is populated with the original and modified values of the modification. The population of the text area depends on the XSL template you select in the Document Types page. For more information on setup steps in the Document Types page, please refer to the Oracle Contract Lifecycle Management for Public Sector Implementation Guide.
Select Background Mode and click Generate: a concurrent request is submitted in the background and the following message is displayed: Request ID (ID number) has been submitted to generate the change description. Close this message window to return to the Change Description page. Also you can work on the modification document while the text area in the Change Description page gets populated. While a concurrent request in Background Mode is being processed, you cannot select Background Mode again and click Generate again, an error message displays.
After you generate the change description, you may make additional changes on the document. If you save and submit for approval, an error message is displayed, prompting you to re-generate the change description before submitting for approval.
If you opt to re-generate the change description, then the existing change description in the text area is overwritten. If you have edited the change description, you are prompted to take one of the following actions – to continue to re-generate the change description and overwrite the current change description and all edits or to abort the re-generate action and retain the existing change description.
When you make any edits to the change description, and click Save, the Text Edited by the User checkbox is selected automatically, indicating that you have edited the text.
Thereafter when any changes are made to the Modification document, the checkbox Mod Updated after Generating Description checkbox is selected automatically, indicating that the modification is updated after generating the description.
This description gets printed as part of the SF30 form generated for modifications.
When you complete your modification and are ready to initiate the approval process, select the Submit button in the Update page using any of the sub-tabs.
The Approvals Workflow along with the Approvals Management Engine (AME) is used to perform the approval cycle. When you select the Submit button, Purchasing performs submission checks to verify that the document is complete and in an appropriate state for the action you chose. Status checks are performed when you take an approval action.
The following fields must be validated and/or populated during the approval process:
Effective date
Signed date
Contracting Officer’s Name - final approver’s name, differs from Buyer field already on the PO
CCR synchronization date / flag
Total cost with options against the approval level for the user that is completing the final approval
You can approve documents through the Notification Details Web page, accessible through the Notifications Summary menu in Purchasing. The Notifications Summary page lists all the documents awaiting your approval, so that you can manage your pending approval queue and take approval actions. After opening a notification, you can drill down to the document itself, and review it and its action history.
Important: You can modify the document only if Approver Can Modify is enabled for the document type.
Oracle Purchasing performs a submission check on all documents that successfully complete a status check whenever you perform or attempt an approval action. The submission check verifies that all mandatory fields have been entered and that various quantities, amounts, and dates are within prescribed ranges or limits. If your document fails any of the submission check rules, Purchasing automatically brings you to the Approval Errors window where you can review the cause(s) of failure. You can then return to the document entry window to make required corrections.
Oracle Purchasing offers the following document approval actions in the notification: Approve, Approve and Forward, Forward, and Reject. You can also reassign a notification to somebody else.
Prior to finally approving an award, the system checks to see if the award’s Bilateral Indicator field indicates whether the award approval should be done by the buyer and the supplier. If the Bilateral Indicator field indicates that the supplier’s signature is required, the Vendor Signatory field (Name, Title and Date Signed) are required to be entered. Thus the contracting officer may send the award to the supplier and after receiving the supplier’s signature on the printed award, he may update the award header with the Vendor Signatory information.
On approval, the changed fields on the modification get merged with the original conformed document. Thus the conformed document now contains the modified details and any further changes to it require another modification to be created.
If the value of the profile option Contracting Officer’s Electronic Signature Required is set to Yes, then the Contracting Officer will be required to sign an award, IDV or modification document. You can select one of the following values from the Bilateral Indicator LOV:
| Bilateral Indicator value | Document Signed By: |
|---|---|
| None | Contracting Officer |
| Proxy Signature | Buyer (on behalf of the supplier) and Contracting Officer |
| Signature | Supplier and Contracting Officer |
Use the Header tab to specify a Contracting Officer if one is not already defaulted from the Preferences page.
The Purchasing CLM Defaults page in the Preferences link enables you to view the default Contracting Officer. You can override the default values of the Preferences page by entering or selecting the value you want in the CLM document.
When you create a CLM document and wish to get supplier acceptance for the modification, you need to ensure that the value of the Bilateral Indicator field (in the header tab) is set to Signature and the number of Signed Copies is greater than zero. This enables electronic signature of the modification by the supplier and the Contracting Officer. After you submit the document for approval, the status of the document displays as Pre-Approved and the Acknowledgement column displays Pending Supplier Signature.
The following steps need to be performed in order to complete the electronic signature process:
The supplier will sign the document electronically via iSupplier Portal. After the supplier signs the document, you (the Contracting Officer) need to navigate to the Notifications Summary page.
Open the notification that requests your signature. The Notification page requires you to Accept or Reject the document. Enter an acceptance or rejection reason in the Response region and then click Accept if you wish to accept the document, otherwise click Reject or Reassign (to reassign to another Contracting Officer).
On accepting, the Notifications page prompts you for your user name and password to complete the electronic signature process.
If you have logged in as a buyer, using the Awards > Views page, you will see that the status of the award is now Approved and that the value of the Acknowledgement column is now Accepted. Click the Accepted link to view the Acknowledgement History page. Click the eSignature icon in the Acknowledgement History page to view the history of the signature process for this document. The E-record page displays, enabling you to view the signature details, acknowledgement details and other information related to the e-record.
When you create a modification and wish to get the document proxy signed, you need to ensure that the value of the Bilateral Indicator field is set to Proxy Signature and the Number of Signed Copies field should have a value greater than zero. This enables electronic signature of the modification by the Contracting Officer and proxy signature on behalf of the supplier by the buyer. After you have entered the data in the document and submitted it for approval, the status of the document displays In Process and the Acknowledgement column should display Requires Signature. After the approvers have approved the document, the status of the document should be Pre-Approved and the Acknowledgement column should display Requires Signature.
As a buyer, you need to perform the following steps to complete the proxy signature process:
Create a modification document and enter the relevant change information at the header, address and supplier, line, schedule and distribution tabs.
The buyer opens the notification and signs on behalf of the supplier. The notification requesting your (buyer's) signature displays in the Open Notifications view in the Notifications Summary. The sender of this notification is the supplier user, on whose behalf the you will be signing.
Enter relevant values in the Response region (for the following fields: Comments, Supplier Contact Name, Supplier Title, Signed Date).
On accepting (user can reject or reassign as well) you need to enter your user name and password in order to complete the proxy signature process.
The status of the CLM document is still Pre-Approved, and the value of the Acknowledgement column is Pending Contracting Officer Signature.
As the Contracting Officer, you need to perform the following steps to complete the Proxy Signature process:
Login as the Contracting Officer and use the appropriate Purchasing responsibility. Navigate to the Notifications Summary page.
The Notifications Summary page shows you the notification requesting your signature. Click on the notification link or select the checkbox next to the notification link and then click Open.
The Notification Details page displays the supplier and buyer names. Additionally, you can enter a reason for accepting or rejecting the CLM document. You can perform the following actions with respect to the document: Accept, Reject, Forward, Reassign.
If you click Accept, the Sign Notification page displays, where you (as the Contracting Officer) need to enter your user name and password in order to complete the electronic signature process. Enter your user name and password in the fields indicated, and then click Sign.
The status of your CLM document should be Approved and the Acknowledgement column should display a value Accepted. Click the Accepted link in the Acknowledgement column to display the Acknowledgement History page.
Click each or any of the e-Signature icons in the Acknowledgment History page to open the Electronic Records and Signatures: E-record details page. This page displays the signature, acknowledgement and other details pertaining to the signature action.
You can view the original (base) award on-line, as well as in a PDF format. When an award/IDV is modified, you can still view the original document details as they existed prior to any modifications. The base award/IDV is viewable in a read-only format and you can generate a PDF version of the base document as well. Open a modification and then select the View Base Document option from the Actions LOV. The Actions LOV is available in all the tabs of the modification document. Additionally, you can select the View Base Document option from the Actions LOV in the Views region or the Search page of the modification document.