Login using your credentials and use a CLM Purchasing responsibility that gives you access to the Setup pages or windows.
Navigate to: Setup > Purchasing > Document Types to open the Document Types page. The Document Types page lists all the available document types that you can use with CLM for a given operating unit. The Operating Unit LOV is displayed in the top right corner of the page and you can select any listed operating unit to see the document types associated with it. The following columns provide more information on the document type:
Type (some document types in CLM are: Award Standard, IDV with Lines, IDV without Lines, Requisitions)
Name
Document Type Layout
Contract Terms Layout
System Generated Description Layout
Change Summary Layout
Change Summary Output Format
Please note that the Document Types page is a common page to view all the document types. However you are allowed to create only certain document types, that is, Offers and Request for Quotations (RFQs).
Click Create to create a new document type. The Create Document Type page opens, displaying the fields you need to specify to create a document type. Enter the following information:
Document Type
Document Subtype
Document Name
You can enable or disable the document type using the Disable checkbox in the Control region.
Click Apply to save your changes and return to the Document Types page.
Note: Customers upgrading from a prior release of e-Business Suite will see some nomenclature changes to the Document Type names. For example, Blanket Purchase Agreement will be displayed as IDV, Purchase Orders will be displayed as Awards, etc.
Click Update (pencil icon) in order to update your selected seeded document type. The Update Document Type page displays. The following fields are available for you to edit for procurement documents. The fields below are an example only, the Update Document Type page displays different fields for different document types:
Name – you can provide any name for the document type
Document Type Layout – for non-FAR documents, specify a BI Publisher Layout Template for viewing pdfs in the application
Contract Terms Layout – for non-FAR documents, specify a BI Publisher Layout Template for viewing pdfs in the application
System Generated Description Layout – for FAR documents (Modifications and Solicitation Amendments), specify a BI Publisher Layout Template for reporting the differences or changes in the original document and the modified or amended document. The format of this layout is an English text-like format, which also forms the basis for generating the modification or solicitation amendment pdf. This layout prints in the continuation pages of the modification or solicitation amendment pdf.
Change Summary Layout – specify the layout which will enable users to view the differences or changes between the original document and the modified or amended document. The page layout is in a columnar format.
Change Summary Output Format – Select either pdf or html as the preferred output format.
The approval region enables you to set the approval controls for the document type. Please note that if the document types approval fields do not have values, the document styles values are used.
Owner Can Approve checkbox – the owner of the document is also an approver for the document. This field is not applicable when the Document Type is Quotation or RFQ.
Approver Can Modify checkbox – enables the approver of the document to modify the document and then forward it to the next approver
Can Change Forward-To – the approver can change the next person to whom the document is forwarded
Can Change Approval Hierarchy – the owner / approver can change the sequence and persons involved in the approval process. The Approval Hierarchy can be edited, that is, you can add, delete or move an approver.
Approval Workflow – The Workflow Item Type that is used in this approval.
Workflow Start Process – The top process (first entry process) that is used in this approval.
Forward Method - The Forward Method field is not applicable when the Document Type is Quotation or RFQ. The following options apply regardless of whether you are using position hierarchies or the employee/supervisor relationship to determine your approval paths. Choose one of the following options:
Direct - The default approver is the first person in the preparer's approval path that has sufficient approval authority.
Hierarchy - The default approver is the next person in the preparer's approval path regardless of whether they have approval authority. (Each person in the approval path must take approval action until the person with sufficient approval authority is reached.)
Default Hierarchy - The Default Hierarchy field is not applicable when the Document Type is Quotation or RFQ. Otherwise, when Use Approval Hierarchies is enabled in the Financial Options window, you can enter a position hierarchy from the Position Hierarchy window. This hierarchy then becomes the default in the Approve Documents window.
The following fields are in the Control region:
Security Level: The following security levels are available:
Public - All system users can access the document
Private - Only the document owner and subsequent approvers can access the document
Purchasing - Only the document owner, subsequent approvers, and individuals defined as buyers can access the document
Hierarchy - Only the document owner, subsequent approvers, and individuals included in the security hierarchy can access the document
Access Level: This LOV enables you to control which modification/control actions you can take on a particular document type once you gain access. Document owners always have Full access to their documents. The Access Level options include:
View Only - Accessing employees can only view this document
Modify - Accessing employees can view, modify, and freeze this document
Full - Accessing employees can view, modify, freeze, close, cancel, and final-close this document
Archive On: The Archive On field is applicable only when the Document Type is IDV, Award, or Order Referencing IDV. Choose one of the following options:
Approve - The document is archived upon approval. This option is the default.
Transmission - The document is archived upon communication. A document transmission action would be printing, faxing, or e-mail.
Click Apply to save your changes and return to the Document Types page.
Login using your credentials and use a CLM Purchasing responsibility that gives you access to the Setup pages or windows.
Navigate to: Setup > Purchasing > Document Styles to open the Document Styles page. The Document Styles page lists all the available document styles that you can use with CLM. Some styles are seeded and depending on the users' requirements, new styles can be created. Document Styles are relevant for Purchasing documents only. The values in the Document Styles page override the values that you have set in the Document Types page for Purchasing documents.
Click Create to access the Document Styles page in order to create a new Document Style. Enter a Name, Description and Status (Active or Inactive). Select the CLM Enabled checkbox to specify if the document style (and all subsequent documents created using that document style) are FAR documents or non-FAR documents.
By enabling this checkbox, you will be able to create FAR compliant documents with all the CLM functionality such as CLIN-SLIN structures, Complex Pricing of Contracts, Incremental Funding, Options etc. If this checkbox is not enabled, any document created using this style will be a non-FAR document. This checkbox cannot be updated, once selected and saved.
In the Document Types region, specify the document types and their display names that you wish to associate with the style. The display names appear in the LOV when users create a document, therefore it is a good practice to provide appropriate and meaningful display names.You can associate one or more document types to a document style. Select Enable to enable the document style for that document type.
If CLM Enabled checkbox is selected, then the Forms region appears. This region is applicable for CLM documents only. Click Add Another Row to add a document type and it’s related formats. Select a Document Type from the list and then select a Standard Form and Document Format from the LOVs. The Standard Form LOV and Document Format LOV populate only those forms and formats which are applicable to that document type. The Standard Form Templates are actually BI Publisher Templates that print on the face page of the form. The Document Format Templates are also BI Publisher Templates that enable you to print the continuation pages of the form. In order to print a pdf, the Standard Form template and Document Format templates are combined to generate the output.
Select a Standard Form Template and a Document Format Template from the LOVs for that document type. Select the Active checkbox to activate the row, and select Default to select the document type as a default. For a given document type, you can specify many combinations of Standard Forms and Document Formats, however only one can be a default on the CLM transaction document.
If the CLM Enabled checkbox is selected, then the Document Controls region appears. The Document Controls region enables you to specify the approval workflows and to enforce warrants for the document style. Enter values for the following fields:
Approval Workflow - The Workflow Item Type that is used in this approval.
Workflow Startup Process - The top process (first entry process) that is used in this approval.
AME Transaction Type – The AME Transaction Type that is associated with this document style.
AME Transaction Type for Modification – The AME Transaction Type for Modification that is associated with this document style.
For more information on AME and Workflow, please refer to the Approvals chapter in this guide.
Enforce Warrants Type - Select the warrant type to enforce from the list. If you do not select a value for this field, then the application does not enforce warrants. If you create a document from a document style for which warrant is enforced, then the application validates warrant enforcements based on the warrant level defined in document style.
The application validates if the Contracting Officer (KO) specified on the document is valid. It validates if the warrant attached to the KO is valid and that the warrant status is Active. The application verifies if the amount specified for the document for the warrant is greater than or equal to the document total amount and that the document total amount includes the option amount. The application displays error messages if any of the above validations fail.
If the document amount exceeds the warrant, the user must assign another KO with a higher warrant authority. The newly designated KO receives a notification and they must sign the document. If another KO is not available, then the system administrator can assign the notification to a different KO. If the validations fail, then the application rejects the document, and the buyer must resubmit it for approval. If the warrant currency is different from the ledger currency or the document currency, then the application displays an error message.
To enforce warrants on change amounts or modifications, the application considers the document style with warrant type specified used to create the document for validation purposes.
When the KO signs the Modification document, then the warrant enforcement depends on the sum of the absolute values of the line change amounts for the modification. For example, if Line 1 of the Modification increases by $500, and Line 2 decreases by $400, then warrant must be valid against $900. This implies that the KO who signs the Modification should have a warrant amount that is equal to or greater than $900.
In the Commodities region, specify the line types that you wish to associate with the document style. You can select one or more Purchase Basis for the line:
Goods
Services
Temp Labor
Note: Rate based temp labor line types are not supported for CLM FAR transactions.
If you select Specified as your Line Type, the Line Types LOV opens, enabling you to choose one or more line types for the document style.
The Pricing region is not applicable for CLM FAR transactions.
The Complex Payments region enables you to define the various payment types for complex work orders.
Click Apply to save your changes and return to the main page.
In the main page, you can duplicate a document style by selecting the Copy icon beside a document style. You can also update an existing document style by clicking the Update (pencil) icon.
Setup considerations for Modifications documents are as follows:
Two additional stylesheets for System Generated Description and Change Summary Layout are available in the Document Types page. You can select a pre-defined stylesheet from the Lists of Values provided.
There are two lookups for Cancellation/Termination Indicator - one for the header level and one for the line level. Both the lookups have the same values, which are:
No Cost Cancel
Terminated for Cause
Terminated for default
Terminated for convenience
In AME (Approvals Management Engine), two transaction types and their corresponding attributes related to Modifications are:
Purchase Modification Approval
Purchase Order Approval