In CLM Purchasing, an award is the result of a requisition to solicitation to award flow, however there are also scenarios where an award is made directly from a requisition containing the committed funding. You can create an award from a requisition using the Document Builder (Demand Workbench). Another award creation scenario: Information contained in the requisition document, along with accumulated data from a solicitation, is copied and reused in the award document. For example, requisition lines may be copied and moved to a solicitation document and, after completion of negotiations, copied and moved once again to the award without substantial change to the contents of the original line in the requisition. In cases where an award follows a solicitation using the Sourcing module, the authoring of the award is a straightforward process in that the terms and conditions and requirements are much the same as for the solicitation, and the award price will be derived from the offer submitted by the selected supplier. The award or solicitation could vary significantly from the original requirements on the requisition document. Based on the dollar amount of the anticipated award, approvals would need to follow for the award document itself.
In CLM, the following award types are created when there is no reference to an IDV (source document number):
Award
Negotiated Agreement
Purchase Order
The following award types are created when you need to refer to an IDV (source document number):
Delivery Order
BPA Call
Using Oracle eBusiness Tax in Oracle Contract Lifecycle Management for Public Sector
Oracle E-Business Tax is used with CLM and enables users to auto calculate and default tax for documents such as requisitions, requisition amendments, awards, IDVs, and modifications (not including concurrent modifications). Tax calculation and regulation is important for non-federal customers who opt for Oracle Contract Lifecycle Management for Public Sector. Before using tax calculations in CLM documents, the administrators need to configure tax rules and setup steps that are required for enabling the tax application. For more information on Oracle E-Business Tax, see: Oracle E-Business Tax Implementation Guide and Oracle E-Business Tax Reporting Guide.
CLM supports one to one as well as one to many relationships between purchase requisitions and documents such as awards / IDVs / modifications / solicitations. This relationship is established for the purpose of funding the CLM documents (where applicable) from the funds in the purchase requisition.
The pre-requisites for this relationship to occur are:
The CLM document (award / solicitation / modification) as well as the purchasing requisition must have also been created and must exist in the system.
Purchase Requisition data such as Quantity, UOM, Price, Line Type, Contract Type, Description are significant, however, they are not used when purchase requisitions are used for funding CLM documents. Other purchase requisition data such as Ship-To, Delivery locations are entered by users or flow from the purchase requisition to the CLM documents.
Note that purchase requisition information such as charge accounts, funds and delivery information flows from the purchase requisition to the CLM documents, no other fields are defaulted from the PR.
When there are available funds in the approved purchase requisition, the funds can flow to the award or solicitation.
Any priced CLIN or SLIN in a purchase requisition can be used to fund any other priced CLIN or SLIN in the award. There is no restriction that the line type and CLIN/SLIN structure mapping should be the same in the purchase requisition and the CLM document. However, option lines or informational lines (including Info Funded SLINs) in a purchase requisition are not used to fund award or solicitations.
The Demand Workbench shows you a list of purchase requisitions that are not linked or related to an award or solicitation by way of funding. If a purchase requisition is being used to fund an award or solicitation with the funds fully or partially utilized, the PR will not will not appear in the Demand Workbench. If the award or solicitation is deleted or the funds from the purchase requisition are not longer used in these CLM documents, the purchase requisition information appears in the Demand Workbench.
You can keep track of the funds that have come in from the purchase requisition and view how much has been utilized and how much is available for further funding. Some equations for tracking funds are as follows:
Funds Available = Funded Value still remaining > 0
Funded Value Available (or Remaining Funds) = Funded Value on the PR line – (less)Funded Value already utilized by Award lines that are already approved – (less)Funded Value currently mapped across various award lines and earmarked for utilization. Therefore, the amount of funds from a requisition line that can be used in a draft award across one or more lines is the Funded Value Available (or Remaining Funds).
For more information on award lines, refer to the section Award Lines in this chapter.
For more information on award schedules, refer to the section Schedules in this chapter.
For more information on linking requisition lines to fund award lines / schedules, refer to the section Linking Requisition Lines in this chapter.
For more information on distributions, refer to the section Distributions in this chapter.
You can create Awards in CLM in various ways:
Using Document Builder (AutoCreate) that is available by navigating to: Buyer Work Center > Requisitions > Demand Workbench. Select a Document Type and an Operating Unit in Document Builder. Then select one or multiple purchase requisition lines using the Select column check box and click Add to add the selected purchase requisition lines to the Document Builder. Then select an Operating Unit, Supplier and Currency and click Create. This creates an award from the purchase requisition lines.
By not referencing a requisition and creating an award directly from Buyer Work Center > Awards: Use the Create LOV to select a document style for the award (complex work order, award, purchase order and so on) and click Go. The Documentation Styles list contains only those styles to which you have access. An award is created and is displayed in the Create Awards page with the Header tab displayed.
Create a requisition in Oracle CLM iProcurement and then create the Award using Document Builder by selecting the created requisition in the Demand Workbench and adding it to the Document Builder.
From an Offer in CLM Sourcing: Create a solicitation and publish it, then enter surrogate offers for the solicitation. Select the supplier(s) and create the award in the Solicitation, the award is the outcome document.
Note: When awards are closed after partial receipt or invoicing, the remaining unfulfilled quantities will not be recreated as new demand in requisitions.
See also: An Overview of Awards.
In Buyer Work Center, the Awards page consists of a header, addresses and vendor details, line(s), schedules and distributions.
Preferences Page
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 award. The CLM Preferences (Office and Contacts defaults) link opens a region that enables you to select the Location and Contact for an Office Type (COR Office, Payment Office, Issuing Office and so on). The selected master data defaults on the award in the Address and Supplier Details tab. You can change the values of the defaulted data on the specific award. This data on the award is retained, even if the preference settings change at a later point of time.
Document Styles
Use the Document Styles window to create and update purchasing document styles. Purchasing document styles allow organizations to control the look and feel of the application to match the usage of the purchasing document. Through reusable document styles, organizations can turn on or off various Oracle Purchasing features, thereby simplifying the user interface. In addition, document styles provide the ability to define purchasing document names that align more closely with the naming conventions of your organization's business. When a purchasing document is created using a document style, disabled features are hidden. You can see the document styles with respect to FAR purchases in the Document Styles page.
Note: Document styles only apply to authoring documents in the Buyer Work Center. Document styles are not organization specific.
Define document styles using the Setup > Purchasing > Document Styles page. For more information on setting up document styles in CLM, refer to the Oracle Contract Lifecycle Management for Public Sector Implementation Guide.
Related Topics
Funding an Award from Requisitions
Integration with System for Award Management (SAM)
In the Buyer Work Center, navigate to the Awards tab. In the Header subtab, the View region contains a list of awards with some summarized details. You can see all of the awards to which you have access. To see your Incomplete Awards or your Approved Awards, select the appropriate view. You can personalize your views as well. To change the emphasis of the summary view, click a subtab: Headers, Lines, Schedules, Pay Items, or Distributions.
Note: Award modifications are displayed in a separate subtab under the main Awards tab.
If you use G-Invoicing, see G-Invoicing Overview for more information.
A view is a predefined search. To use a view, it from the View list and click Go. Use the following predefined views to search for awards:
My In Process Awards - Awards that have a status of In Process.
My Incomplete Awards - This view displays awards that have a status of Incomplete.
My Open Awards - This view displays all open awards assigned to the buyer.
My Approved Awards - This view displays all awards with a status of Approved.
My Awards with Rejected Acknowledgments - This view displays awards that the Supplier has rejected.
Personalized Views - You can create your own specialized views that displays only those awards 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 Export to export the entire results of the search results (that is, the view). The results can be saved or viewed in a comma delimited file format. For example, select the My Approved Awards view and then click Export. The Export functionality saves all your approved award information in a comma separated values file, which can be opened as an MS-Excel spreadsheet.
Search for an award by clicking the Search button on the Header page. The Search page displays with some search criteria such as Award, Supplier, Buyer, and Approval Status. Additionally, you can add more search criteria fields by using the Add Another LOV. Some of the search criteria fields that you can use are: Operating Unit, Creation Date, Effective Date, Priority Code, Issuing Office, COR Office Address, COR Office Contact Name, Source IDV, and External IDV Number, and so on. You can search by opting to meet all or any of the conditions that you set the values for. You can use the list search to filter the data. The search results display in the region below and you can select an award to perform an action, such as updating the award, deleting the award, creating a modification, and viewing the PDF.
Note: To enable you to view search results in the Source IDV and External IDV Number columns, your system administrator must display these columns, which are hidden by default.
Awards that have pending modification are listed with a round icon as an indicator. A pending modification can have a status of Draft, or In Progress. Regular modifications or concurrent modifications that are pending are indicated with a an icon.
You can perform actions on the awards that are listed in the view page or the search results page. For example, if the selected award has a status of Incomplete, some of the actions you can perform on the award are: Delete, Update, Place on Hold, Duplicate with Attachments, Duplicate without Attachments, View PDF, View Award Changes (for approved awards, that have a revision number greater than 0), View Requisitions. Note that you use the View PDF action for draft awards, and the View Conformed PDF action for approved awards (the PDF displays the latest approved and merged modification information). Depending on the status of the award, the different actions are displayed in the Select Award LOV. Select an action from the LOV and click Go. See Printing Supplier Name Attributes in the PDF Output of Standard Forms for information about supplier name and attributes in the PDF output.
Note: Click a requisition to view the details of the selected Requisition. If you access this page using the Purchasing responsibility, then you will be able to view only the Requisition, Negotiation and Awards regions with the details.
When you select an award style from the Create LOV and click Go, the Create Award page displays, with the header tab highlighted. Enter the award header information in this tab. The award header contains all the general information that applicable to the award. The award header tab consists of several regions such as the main region, Terms region, Business Priority and Project Information region, Competitive Information region, Attachments region, and Standard Form-specific regions (such as SF1442 or SF252, depending on what you have selected in the Standard Form LOV).
Given below is a description of the FAR fields. For an explanation of non-FAR fields, refer to the Oracle Purchasing User's Guide.
Operating Unit: An organization that uses Oracle subledgers, such as Oracle Cash Management, Order Management and Shipping Execution, Oracle Payables, Oracle Purchasing, Oracle Receivables, and related products. It may be a sales office, a division, or a department. Operating units are not associated with legal entities. Operating units are assigned to ledgers and a default legal context. Information is secured by operating unit for these applications using responsibilities. Each user can access, process, and report on data only for the operating units assigned to the MO: Operating Unit or MO: Security Profile profile option. The MO: Operating Unit profile option only provides access to one operating unit. The MO: Security Profile provides access to multiple operating units from a single responsibility. You can define operating units from the Define Organization window in Oracle HRMS or from Accounting Setup Manager in General Ledger.
Effective Date: This is the date on which the award becomes effective. If left blank, it defaults to the current date upon finalization.
Source IDV: If the award has been created with reference to an IDV, you select the Source IDV number from the LOV.
Umbrella Program: This is a read-only field that displays the Umbrella Program title. When an order referencing an IDV is created, the Umbrella Program associated with the IDV is shown in this field. When the award (order referencing the IDV) was created, the details of the Umbrella Program associated with the IDV is stored along with the award information and is not changed on the award, even though the Umbrella Program information may change over a period of time.
Fair Opportunity Reference: If the award is an outcome document of a Fair Opportunity Notice, the Fair Opportunity Notice number is displayed in this field. When the outcome award is automatically created as a result of the solicitation process, the Fair Opportunity Reference field is populated by default with the Fair Opportunity Notice number. When the Fair Opportunity Notice has no lines, an outcome award is not created automatically. In such a situation, you need to create the award and select a Fair Opportunity Notice number from the LOV.
Award: The award number is defaulted on this field by the automatic numbering functionality. The award number consists of segments separated by a delimiter (such as hyphen), for example, MAS123-10-C-0001. You can change the value of the segments if required. To change the value of the segments, click the Edit Document Number link below the Award field. A popup displays with the segments and you can update the values. When saving the Award, the Award Number also gets saved with the rest of the data. When canceling the Award, the Award Number does not get saved or allocated to the Award. When you submit the Award for approval, the award number gets saved and is no longer editable. For more information on Document Numbering, refer to the Document Numbering section in this guide.
Status: When the award is being created, the default status is Incomplete. It may change to other statuses such as In Process, Approved, On Hold, Requires Reapproval, and so on, depending on how the award is processed.
Undefinitized: This field tells you if any line on the award is undefinitized, if so, the value of this read-only field changes to Yes. By default, the value of this field is No.
Total: This field displays the award value including option lines.
Total Excluding Options: This field displays the award value without calculating the value of the option lines.
Undefinitized Total: This read-only field calculates the total undefinitized amount on all the lines of the award. When an approved modification is merged with the award, this field gets updated automatically.
Total Fund Value: This field displays the total funded amount for all the distributions in the award.
Supplier, Supplier Site, Supplier Contact: Select a supplier, a supplier site and contact information from the search drop-downs. Use the D-U-N-S Number and CAGE as search criteria to look for the supplier you require to enter in the award. You can view if the supplier is a Supplier from SAM. A warning message is displayed if the buyer tries to validate an award with a supplier who is marked as debarred. However the buyer can continue with the transaction.
Buyer: Select a Buyer from the LOV.
Contracting Officer: Select a Contracting Officer's name from the search LOV, if a name is not already defaulted from the Preferences page.
Award Administrator: This is an internal person responsible for the administration of the award. If some or all of the award administration functions are being outsourced to an Administration Office, that person's information will be captured as the office contact for the Administration Office.
External IDV Number: This is a free-text field that captures the contract or government schedule number when the contract is maintained in a system external to CLM. This field provides the reference contract number under for which terms and conditions, pricing or other conditions apply to this contract / order. This is for contracts that are externally maintained and for which there is no entry in CLM. The CLM award number does not depend upon this reference number.
Standard Form: The Standard Form LOV lists all the standard form options that are applicable to the document type. This list consists of the Standard Form values configured on the Document Style page for the given document type. The values below are applicable to Awards:
SF26
SF33
SF252
SF1442
SF1447
SF1449
DD1155
OF347
When you select a standard form type (this is a mandatory field), the corresponding fields display in a header region. For example, you have selected SF252, the SF252 fields are displayed in a region called SF252 Information in the header tab.
Document Format: The Document Format LOV lists the various applicable document formats. This list consists of the Document Format values configured on the Document Style page for the given document type. The following formats are applicable for awards:
UCF - Unified Contract Format
COM - Commercial
CSI - Construction
The value of the field defaults to blank when you first open the award header page. This field must be entered if the View PDF action is to be executed. The field will remain editable to you when the status of the document is Draft. The field will remain read-only when the status of the document is Approved.
Confirming Order: Select Confirming Order to indicate that this order is confirming a previous informal order with the supplier.
Control Type: Select Contingency Contract or Obligation Document or none from this list of values. If you select Contingency Contract to indicate that this award is created for contingency / emergency situations, some of the data is prefilled for you.
If your supplier is not registered in SAM, then for a contingency contract, the SAM Exception Reason (in the Address and Supplier Details tab) value is defaulted to Unusual or Compelling Needs.
Additionally, if you select Contingency Contract, you need not report the CAR to FPDS-NG. The FPDS-NG Reporting Information page displays the Reporting Method as None automatically. The Approved without Reporting check box is selected for you and the Reason field is populated with the value Urgent and Compelling action. When you submit the contingency award for approval, the system does not warn you to report the award to FPDS-NG. The award is approved with warnings so that contracting professionals can expedite the process of procuring goods / services from suppliers.
Contract Financing: Contract financing activities/tasks take place when the Contracting Officer provides some form of financial assistance to the contractor/vendor during contract execution or performance. This financial assistance may or may not be in the form of payments to the contractor, however, assistance such as loan guarantees may be provided. Select one of the following from the Contract Financing list of values:
None (Blank)
Advance Payment
Customary Contract Financing
Interim Payments
Loan Guarantee
Performance Payments
Private Financing without Government Guarantees
Progress Payments
Unusual Contract Financing
Bilateral Indicator: This is an indicator stating that the award is bilateral, that is, both the government and vendor parties must sign before the award is considered legally binding. If the award selected as bilateral, then there must be a record of having received vendor signature or acknowledgment of the award before finally approving it in CLM. If the award is listed as bilateral, then the vendor signatory information must be completed before finally approving it in CLM. The predefined values for this field are None, Proxy Signature and Signature.
Number of Signed Copies: If the supplier is required to sign the award, this free-text field indicates the number of (hard copy) copies to return to the contracting office.
Payment Instruction: Using the Payment Instruction list of values, the Contracting Officer defines the sequence in which the funds in the contract have to be utilized by the Payment Officer. The Payment Instruction LOV consists of the following values:
| Payment Instruction | Description |
|---|---|
| Single Funding | You can select Single Funding when there is only one source of funding for the contract line item, i.e., one ACRN. |
| Sequential ACRN Order | If there is more than one ACRN within a contract line, the payment office will make the payment according to the sequential ACRN order in the distribution, exhausting all funds in the previous ACRN before paying from the next ACRN. |
| Contracting Officer Specified | You can select Contracting Officer Specified when you want the Contracting Officer to assign the funds utilization sequence number for the award / lines. |
| By Fiscal Year | If there is more than one ACRN, then payment will be made using the oldest Fiscal Year appropriations first, exhausting all funds in the previous fiscal year before disbursing funds from the next fiscal year. |
| By Proration | If there is more than one ACRN in an award line, then all ACRNs will be used in the ratio of the funds currently un-liquidated for each ACRN. |
| By Cancelation Date | If there is more than one ACRN in an award line, then payment will be made using the ACRN with the earliest cancellation date first. |
Select one of the payment instruction from the Payment Instruction list of values in the Terms region of the award header. This value cascades to the lines, where the payment instruction is saved, however it is not displayed in the line details page. Only the header value you have selected displays in the header page.
If you select By Fiscal Year or By Cancelation Date, the system determines the relevant fiscal year or cancellation date automatically for you. If the system is unable to determine the fiscal year or cancellation date from the charge account provided, then the action Payment Instruction Sequence appears in the Actions list of values. Select the Payment Instruction Sequence action and click Go. The Payment Instruction Sequence Number page displays. The Charge Accounts for the distributions displays, along with the ACRN.
If you select Contracting Officer Specified, the action Payment Instruction Sequence appears in the Actions list of values. Select the Payment Instruction Sequence action and click Go. The Payment Instruction Sequence Number page displays. The Charge Accounts for the distributions displays, along with the ACRN.
Enter a numeric value in the Sequence field (for example: 1,2,3). Thus if you enter 1 for the ACRN AB and 2 for AC, then the funds associated with that charge account (where ACRN is AB) will be used first for making the payment, followed by AC. In this manner, you can specify the order or sequence in which the funds can be used for payment among various distributions.
When you submit the award for approval, the Payment Sequence field in the Distribution details page (click the Update icon at a distribution to open the Distribution details page) is automatically populated with the value that you entered or that was automatically calculated by the system. From the example above, the distribution with the ACRN AB displays the value 1 in the Payment Sequence field.
If you do not select a payment instruction from the Payment Instruction list of values (<Blank>) in the Terms region of the award header, the Payment Instruction list of values displays for each header line and you can select a Payment Instruction for each line.
Note that Payment Instruction and the Payment Instruction sequence number generation is always at the line level, the header level field is used to default the value at the lines.
Note: Payment Instructions are enabled only if the check box Enable Payment Instructions is selected in the Setup: Purchasing Options page > CLM Controls region.
Funds are classified into 3 types: Single year funds, Multi-Year Funds and No Year Funds. For single year and Multiple year funds, the Fiscal Year and Cancelation Date can be identified, however, in case of No Year Funds there will be no Fiscal Year and Cancelation Date. Therefore, when Payment Instruction is selected as By Fiscal Year or By Cancelation Date and any of the funds selected is a No Year fund type, while generating Payment Instruction Sequence Number, these funds will be marked as last for utilization i.e. with a least priority number (last number).
DPAS Rating: Defense Priorities and Allocations System Rating.
Priority Code: A numeric rating, 1-15, that describes the priority and is used internally within the Department of Defense. It is from the UNIFORM MATERIAL MOVEMENT AND ISSUE PRIORITY SYSTEM. It is to help the buyer prioritize their workload and for management tracking in reports.
Customer Project Code: This identifies documents created for special programs, exercises, projects, operations, or other purposes. Sites can establish their own set of codes and use them to identify and group solicitations. Used in reporting especially across entire agencies to know how much was done for a given project.
Customer Project Text: Text Description of the selected project code. Used in reporting especially across entire agencies to know how much was done for a given project.
No Competition Reason: This field captures the reason why the award has not been competed.
Contract Category: This is a selection of attributes (taken from the Procurement Data Standard) describing the category of the award. Used mainly for reporting and categorization / aggregation of awards.
Admin SCD: Surveillance Criticality Designator (SCD) - The criticality designator can be found on the first page of a contract. It is determined by the PCO and indicates the level of delivery urgency.
The fields in this region provide information as to whether this award is set aside for a specific disadvantaged business.
Set Aside Status: Indication of whether this award is set aside for a specific disadvantaged business. Ultimately, the federal agency would want the vendor on the award to meet the qualifications outlined in the solicitation; however, that decision is ultimately up to the contracting officer and is not system enforced.
Set Aside Percent: Percentage indicating the amount of the anticipated contract value that will be set-aside. If this percentage is less than 100, generally the solicitation will be awarded to multiple vendors (at least one disadvantaged). If the value of the Set Aside Status field is Set Aside, then the Set Aside Percentage field should be entered with an integer value greater than 0. If there is a referenced solicitation, the Set Aside Percentage is defaulted from the solicitation.
Set Aside Type: Set aside Information is captured on the award in order to communicate to the supplier. The supplier may need to ensure that the appropriate percentage of work is performed by small businesses or other groups. The set aside percentage of business need not be directly from the buying agency. It could be from the supplier as well. The values for this field are:
Small Business
HUBZone Small Business
Service-Disabled Veteran-Owned Small Business
8(A)
Emerging Small Business
NAICS: The commodity group (defined by the NAICS) under which the size standard is applied.
Size Standard: You can select the size standard from the LOV based on the vendor information provided, however this value can be changed for each award, as vendor size standards can change depending on the product or service being acquired.
The fields in this region provide information that is specific to the SF1442 (Construction Contract). The fields will only display with the form SF1442 is selected and used.
Bond Required: Designates whether one or more bonds is required throughout the life of the project. Prints in block 12a of SF1442.
Bond Days: Number of days that the contractor has to furnish bonds. Prints in block 12b of the SF1442.
Days to Start: Number of days the contractor has to start the construction project. Prints in block 11 of the SF1442.
Days to Complete: Number of days the contractor has to complete the overall construction project. Individual lines may have their own delivery dates and / or period of performance, but the overall total number of days anticipated is captured here. Prints in block 11 of the SF1442.
Period Status: Indicated whether the number of days to start/complete is mandatory or negotiable. Prints in block 11 of the SF1442. The available values are: Mandatory, Negotiable.
Period Reference: If the period above is negotiable, text in this field refers to the location in the solicitation / or IDV document that describes the flexibility. Prints in block 11 of the SF1442.
Work Description: Text area where the buyer can provide summary information about the work and reference attachments that more fully describe the work. Purely informational from the buyer to the contractor. Prints in block 10 of the SF1442.
Administrative Accounting and Appropriation Data: This text field enables you to type information that is administrative in nature. It is a local use field that will get populated differently by each user and each site. It prints in block 9 of the SF252 form.
Contract Amount: The total amount of the contract, written out in words as if you were writing a check for that amount. Applies only to the SF252. Prints in block 7 of the SF252 form.
Negotiation Authority: FAR or other regulatory citation that defines the authority under which the government is allowed to enter into this contract. You can enter a value in this field. It prints in block 8 of the SF252 form.
Contract For: Enter data in this field to describe the general description of the supplies and services to be provided. Specific line item data will print in the continuation pages after the SF252 face page. Prints in block 6 of the SF252 form.
Relevant Clauses and Document List: This is a text field that describes or elaborates information on any attachments, clauses, or other relevant details. Specific clause and attachment data will print in the continuation pages after the SF252 face page. Prints in block 10 of the SF252 form.
Related Topics
Attribute Setup Workbench - Introduction
Attribute Setup Workbench - Value Sets
Attribute Setup Workbench - Attributes and Attribute Groups
Attribute Setup Workbench - Functions
Attribute Setup Workbench - Templates
Attribute Setup Workbench - Simulate
Extending CLM Attributes using UDA - Document Numbering
Extending CLM Attributes using UDA - Complex Pricing
Extending CLM Attributes using UDA - Forms
Extending CLM Attributes using UDA - Addresses
Extending CLM Attributes using UDA - Predefined Attribute Groups
The Attachments region enables you to attach various kinds of files to the award header – including the ability to annotate the award with a note. Click Add Attachment to open the Add Attachment page and specify the kind of attachment to use: Desktop File/Text/URL or From Document Catalog.
Select a Category from the list of values. The Category defines the purpose of an attachment, and controls which forms or pages can access it.
Select the attachment Type:
File - specify a file name to upload. Enter the file location, or use the Browse button to locate the file.
URL - enter the URL for a Web page.
Text - Enter text that is less than 2000 characters. If the text you want to attach is more than 2000 characters, upload it in a file.
From the Document Catalog:
Use the Search regions to query existing documents.
Select the Document Name link to view a document before attaching it.
Select the document(s) to attach.
Click Apply.
Save your work in the application page from which you launched the attachments flow. The attachments are not added until you save your work in the parent region.
In the Attachments page or Attachments table, select the File Name link.
If the attachment is a URL, the Web page will launch. If the attachment is a file, a dialog box prompts you to open or save the file. If the attachment is text, the View Attachment page displays the text content.
Display the Attachments page or Attachments table.
Select the Update icon.
In the Update Attachment page, edit only the information as it pertains to the attachment. For example, you can update the URL for a Web page attachment, but you cannot change it to a File attachment.
Select the Apply button.
Return to the application page from which you launched the attachments flow and save your work.
Note: Attachment updates must be saved in the associated parent region.
When using Document Builder, for each requisition line copied, the corresponding header level attachment is copied. For example, a requisition with 3 lines has 3 line level attachments and a header level attachment. Then AutoCreate this requisition to an award with 3 lines, each of the 3 lines in the award would have the specific line attachment and the common header attachment.
The Address and Supplier Details tab enables you to select Office Types, Locations and Contacts that need to be associated to the award. 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 award is approved, this data on the award may not be changed / updated, except through a modification. Even if the master data changes over a period of time, the data that is stored as part of the award does not change. For example, an Issuing Office location is changed after 2 years after the approval of an award. The value of the fields in the award 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 award.
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. The Issuing office is also often used as a reporting field to aggregate spending or contract actions, workload, and so on across organizations. Changing the Issuing Office from the original award changes the value for the conformed award. 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. 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 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.
COR Office: The COR is the Contracting Officer Representative – a stakeholder who has responsibility around the contract. Within the system, a COR's duties could include accepting deliverables under the contract, receiving notifications related to the contract.
During the creation of the solicitation or award, the buyer decides if a COR is necessary for the procurement and, if required, selects an appropriate COR and COR address. Subsequent tasks such as approval of invoices and acceptance of services or similar items may be given to the COR. The address detail elements of the COR Office are: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, Country. You can enter a default COR office that will populate the award upon creation but can be changed later. The COR address details remain as is, when the award is finally approved.
COR Contact Name field enables you to enter the Contact details for the COR Office. The Contact details are: Name, Telephone Number, Email address.
The COR Office Address and COR 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. 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 or modification is finalized.
Note: When creating an award 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 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.
Administration Office: This office is responsible for making changes to the award (via modifications, additions to the contract file, and so on) 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 (audit, modifications, and so on).
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.
Administration Contact Name field enables you to enter the Contact details for the Administration Office. The Contact details are: Name, Telephone Number, Email address.
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 creation, the buyer decides if the award 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.
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.
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.
Remit To Address: This is the vendor's address for sending payments when there is a non-electronic payment method. The vendor's address where payment should be sent is often different from the vendor's location defined on the vendor field. You can select only those available pay sites that are associated to the vendor and vendor site combination that are selected on the award.
Remit To Contact – A Remit To contact is added to the above addresses. The fields for the Remit To Contact are: Name, Telephone Number, Email address.
The Supplier Details region enables you to enter and view additional supplier information. Some of the important fields in this region are:
Supplier Identification Codes: these codes are used to identify a supplier and are entered in the supplier profile:
Unique Entity Identifier
EFT
CAGE
TIN Number
Local Codes
Socio Economic Data
Doing Business As
Physical Address
SAM Registration Indicator
SAM Registration Status
See also: SAM Compliance Report.
When you create or update an award, if contact details for a supplier are not available in supplier master data, then you can add this information in the following fields of the "Supplier Details" region. At the header-level, if you change the supplier for whom the contact details are available, then the contact information of the changed supplier defaults to these fields.
Supplier Contact Name
Phone Number
If you update the award information prior to final approval, this information is updated if the master data changes. When the award is approved, this information doesn't change even if the master data changes over a period of time.
Click the Lines tab to search for specific award lines. You can search by Supplier, Buyer, Item or Category. Additionally, you can add more search criteria fields to your search by selecting the fields from the Add Another LOV. Some of the fields you can search on are: Approval Date, Buyer, Description, Document Style, FSC/PSC, MDAPS/MAIS, NAICS, Operating Unit, and so on. Select one or more additional fields from the Add Another LOV and click Add. Enter values for the fields you selected and click Go. The search results display in the region below and you can click an award number link or a line number link to view the award or line details. Alternatively, select an award using the Select radio button and perform actions such as Update Award, Update Line, Close for Invoice, Close for Receiving, View Invoices, View Payments, View Requisitions, and so on. Note that you use the View PDF action for draft awards, and the View Conformed PDF action for approved awards (the PDF displays the latest approved and merged modification information). Select Update Award or Update Line actions if you need to update the award or line or view the line details.
Every award line is automatically numbered, however you can change the numbering of a line. The Contract Line (CLIN) and Sub-line (SLIN) structure is used in all CLM purchasing documents, including modifications and amendments 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.
See also: ELINs and CDRLs.
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. A segment with 4 digit numeric values from 0001 – 9999 is defined for each document. The numbers are sequentially generated.
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 you. 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 alphabetic values ranging from AA to ZZ (except the alphabets I and O which are not used in number generation at all).
The first four digits of the SLIN (parent CLIN number) cannot be edited, however the last two digits of the SLIN may be edited by users. While editing SLIN numbers, you cannot convert an Informational SLIN to a priced SLIN and vice versa. If it is a priced SLIN, you can edit the number to any number between AA and ZZ without using O and I in either the 5th place or the 6th place. Similarly, for Informational SLINs, you can edit the number within 00 and 99 and no alphabets are allowed in the 5th and 6th places.
If the line is undefinitized, you will see an icon next to the line number.
For more information on the guidelines that govern the numbering of purchasing document lines, refer to the Appendix – Common 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.
Select from the available Contract Types in the Contract Type LOV. Based on the Contract Type selected, a pricing calculation will take place and the item/service will be priced on the line for quantity based lines. Enter a Quantity in the Qty field and a Unit of Measure in the Unit field. The Amount field gets calculated based on the formula of the Contract Type field, Unit Price, the Quantity and Unit of Measure.
To price amount based lines, select the appropriate line type using the Type LOV. Enter the values of the relevant pricing attributes in the Pricing Details popup and the total amount is computed and stored for that line.
For more details on the various Contract Types and their formulas, refer to the Appendix - Common CLM Functionality.
Enter a Cost Constraint while updating the line, if required. The default value of the Cost Constraint field is Null.
IDC Types are entered only if the CLM document is an IDV. For an award, the IDC type is not visible.
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, a modification document needs to be created. For more information on Modifications, refer to the Modifications chapter in this guide.
You can 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. You can also create an option line without a base line.
To create option lines, you can start by creating a regular line and then select the Option check box while entering line details. You can also associate the option line to a base line by entering a base line. Alternatively, you can directly create option lines linked to a base line by clicking the Option + icon on the base line.
For more information on Options, refer to the Appendix – Common CLM Functionality.
You can also perform actions such as Update, Duplicate and Delete for each line. The Delete Action deletes a line from the award. 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.
When deleting a base line, a warning is displayed, telling you that one or more option lines are associated to the base line being deleted. You can cancel the delete operation, delete the linked option lines, or delink the option lines.
If an option CLIN with a base line or an option SLIN, originating from purchase requisition, is being deleted from a draft award or draft solicitation, the requestor of the purchase requisition is notified about the delete action.
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 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, Qty, Unit, Unit Price, Total Amount. The formula for calculating the Total Amount is also displayed in this region.
The main region in the Line Details page has the Undefinitization related field. The value of this field defaults to No, indicating that the line is definitized by default. However, when selecting the value Undefinitize from the Actions list of values in the main region, the value of this indicator changes to Yes. Also, the Undefinitized Details region appears below to capture undefinitization specific information. The Undefinitized Details region is described later in this section.
The Option check box in the Option region enables you to convert a line into an option line or an option line into a regular line. You get a message, warning of the conversions. Click Continue to proceed with the conversion or Cancel to retain the existing lines as is. You cannot toggle the Option check box on a line if it is linked to a requisition.
To associate a base line to your option line, select a Base Line Number from the LOV. The option line may or may not be associated with a base line. If the line being updated is an Option CLIN, the base line LOV displays all regular CLINs in the document. If the line being updated is an option SLIN, the base line LOV displays all regular SLINs within the same CLIN/SLIN structure.
Option Num (Number) is a system generated number and is non-updateable.
Option Dates are mandatory fields.
See also: Organize Lines.
Copy Lines action
The Copy Lines : Specify Copying Options page enables you to copy CLIN/SLIN structures, Exhibits, and option lines in the same CLM document. The copy alternatives are:
Copy CLINs with associated SLINs - use this check box to specify if only selected lines are to be copied, or associated SLINs of a selected CLIN are also to be copied.
Copy as Option Lines - use this check box to specify to copy one or more lines as option lines.
Maintain Base Line References - use this check box to specify if the base line reference needs to be maintained between the source line and the option line that will be created.
In addition, the Define Need By Date and Period of Performance Dates region enables you to enter a specific date or obtain a derived date. A derived date is calculated from the existing date values by the system after you enter a duration, for example, 1 month after the Need-By Date of the source line.
The Define Option Dates region enables you to either enter a specific date or obtain a derived date. A derived date is calculated from the existing date values by the system after you enter a duration, for example, Option Start Date should be set to 3 months earlier than the Need-By Date derived for that line.
Click Apply to start the copy and when you return to the Lines page, you will see the copied lines with the appropriate dates and CLIN/SLIN structures and options, if any.
For more information on the rules governing the Copy action, refer to the appendix Copy Action.
View Award Changes
Use the View Award Changes (for approved awards, that have a revision number greater than 0) actions to view all the changes made to the header, lines, schedules, and distributions.
Scenarios such as large and complex projects or emergency situations require that federal agencies start procuring goods/services without having completed the actual terms and conditions (price, contract terms, specifications) with the vendor. Federal agencies make use of Undefinitized Contract Actions or Letter Contract to deal with such situations. Undefinitized Contract Actions are also called Unpriced Change Orders, both terms may be used interchangeably.
Contracts for which the contract terms, specifications and price are known and agreed upon with the vendor are called Definitized Contracts. By default an award is definitized, the Undefinitized indicator for the award displays the value No. When you select the action Undefinitize, the Undefinitized indicator changes to Yes and the Undefinitized Details region displays with the following fields:
Undefinitized Amount: Enter a positive value that is not greater than the Not to Exceed Amount. As soon as you complete entering the amount and tab out, the Total Undefinitized Amount field in the main region and the Line Total in the main region get recalculated.
Limitation of Government Liability: Enter a positive value that is not greater than the Not to Exceed Amount.
Not to Exceed Amount: Enter a positive value for this field. The value of the undefinitized line cannot be greater than the value of the Not to Exceed Amount.
Planned Definitization Date: Enter a current or future date that will indicate when the line will be definitized.
Undefinitization Description: Enter a description for the undefinitization action.
There are two types of undefinitization actions: Amount Based Undefinitization and Description Based Undefinitization. When you perform an Amount Based Undefinitization action, you need to enter data in the following fields:
Undefinitized Amount
Not To Exceed Amount
Limitation of Government Liability
Planned Definitization Date
When you perform a Description Based Undefinitization, you need to enter data in the following fields:
Planned Definitization Date
Undefinitization Description
If you create an undefinitized line with cost constraints Not Separately Priced or No Charge, then you need to perform only a Description based Undefinitization. The other fields that are not relevant to Description Based Undefinitization are not enabled for your use.
For amount based lines, you enter the value of Undefinitized Amount separately, which then gets added to the value of the pricing attributes to arrive at the line total. However, for quantity based lines, you first have to enter the quantity and unit price to arrive at the line total. The Undefinitized Amount gets defaulted initially to the line total, and then you can change the value of the Undefinitized Amount to anywhere between zero and the line total.
If you copy undefinitized lines, the undefinitized portion of the lines don't get carried over. In case of quantity based lines, the quantity and price information will get copied over and the line will be created as a definitized line. In case of amount based line, the undefinitized portion would be discarded and only the pricing attribute values would get copied over. In this case, the line again gets created as a definitized line.
When creating a line via AutoCreate (Demand Workbench), the newly created lines have the Undefinitized check box unselected, that is, definitized lines are created via AutoCreate.
The fields in this region allow you to provide specific details about the item to be ordered. The fields described below are free-text fields are not validated in the system.
NSN: A National Stock Number (NSN) is a 13-digit number assigned to an item of supply. It consists of the four digit Federal Supply Class (FSC) and the nine digit National Item Identification Number (NIIN). The NSN is a combination of an NIIN, which is a unique nine character code assigned to each item of supply purchased, stocked or distributed within the Federal Government; and a four character FSC. The NSN is used as the common denominator to tie together logistics information for an item of supply. An example of the NSN is 6130-01-537-7617 DC Power Adapter for Panasonic laptops.
This is the item number of what the government is procuring. The supplier, receiving clerk, and payment office will use this to ensure that the correct items are shipped, received and invoiced.
Manufacturer Name: The name of the manufacturer by whom the goods are made. This field provides the ability to more specifically identify the item being requested. This detail will help to ensure that the correct item is procured.
Manufacturer Part Number: The part number as given by the manufacturer for the item being purchased. This field provides the ability to more specifically identify the item being requested. This detail will help to ensure that the correct item is procured.
Supplier Part Number: The part number as given by the supplier for the item being purchased. This field provides the ability to more specifically identify the item being requested. This detail will help to ensure that the correct item is procured.
Product/Catalog Number: In the case where a manufacturer provides a catalog from which goods can be purchased, this is the product/catalog number associated to the item being requested. This field provides the ability to more specifically identify the item being requested. This detail will help to ensure that the correct item is procured.
Drawing Number: The drawing number as given by the manufacturer/vendor for the item being purchased. This field provides the ability to more specifically identify the item being requested. This detail will help to ensure that the correct item is procured.
Specification Number: The specification number as given by the manufacturer/vendor for the item being purchased. This field provides the ability to more specifically identify the item being requested. This detail will help to ensure that the correct item is procured.
Serial Number: The serial number as given by the manufacturer for the item being purchased. This field provides the ability to more specifically identify the item being requested. This detail helps to ensure that the correct item is procured.
Piece Number: The piece number as given by the manufacturer for the item being purchased. This field provides the ability to more specifically identify the item being requested. This detail will help to ensure that the correct item is procured.
Model Number: The model number as given by the manufacturer for the item being purchased. This field provides the ability to more specifically identify the item being requested. This detail will help to ensure that the correct item is procured.
Item Long Description: In cases where the Commodity or Service Name / short description field does not provide enough space for the item/service being requested, the Item Long Description field is used to enter additional descriptive text. The text entered within this field is carried forward to subsequent transactions. This is the description of what the government is procuring.
The supplier, receiving clerk, and payment office use the item long description to ensure that the correct items are shipped, received and invoiced.
The Inspection Information region consists of the following fields:
Inspection Responsibility: This field identifies whose responsibility is to inspect the good. This could either be carried out by the government agency, the contractor or another party. The user is responsible for determining whether the goods/services will be inspected by the government representative or whether the contractor is responsible (usually through pre-established methods agreed upon by the government).
Inspection Level: This is a one or two character integer describing the level of inspection for the item. This field is intended to record one of the industry standard levels (originally based on the MIL-STD-105E) that should be used when completing the inspection. This field is informational only.
Inspection Location: This field identifies whether the location of inspection is a Destination, Source, or other facility. This field is carried forward to all subsequent documents include receipt and invoice if applicable.
Inspection Address: After an item has been shipped, it must be inspected for missing parts/damage and to ensure it is the correct item that was requested. The Inspection Address is a text box that enables you to indicate the location where the inspection of the item is to take place.
Acceptance Location LOV that has the following values: Destination, Source, Other.
Acceptance Address Location search LOV, using which you can search and select for a location where the acceptance of the goods will take place.
Acceptance Address Code search LOV, using which you can search and select for an address code for the acceptance location. However, if you have selected an Acceptance Address Location, the value for the Acceptance Address Code populates automatically for you.
Acceptance Address Detail: This field defaults value of the detailed address if you have selected a value in either Acceptance Address Location or in Acceptance Address Code.
The Copy from Inspection Details enables you to copy the data from the Inspection block to the Acceptance block.
The fields in this region provide information that will allow the order to designate a particular classification code, project and/or program to the item being procured.
FSC/PSC: The Federal Supply Classification (FSC) is a set of codes designed to help the federal government in supplying operations.
MDAPS/MAIS: Major Defense Acquisition Programs/ Major Automated Information System Acquisition Programs.
NAICS: The commodity group (defined by the NAICS) under which the item can be classified.
Customer Project Code: This identifies PRs created for special programs, exercises, projects, operations, or other purposes. Sites can establish their own set of codes and use them to identify and group PRs. It is used to capture the Construction Project Number for the SF1442 (block 6).
Customer Project Text: Text Description of the selected project code. It is used to capture / map the A&E Project Title and Location for the SF252 form and the Project number for the 1442 form as well.
Program Code: Allow the user to select from established Program Codes. Programs are also agency-defined and can be used to group and report purchases under a particular program.
Other regions that contain line level fields are: Shipping, Source Document, Contract and Attachments. The Attachment function for lines works in the same way as it does for headers. Refer to Attachments section in this chapter.
region The Shipping region enables you to enter the shipment related details. Select a location that the goods will be shipped to / services will be performed at the Location LOV. The Organization is automatically defaulted. If the Need-By Date / Period of Performance Start Date and Period of Performance End Date are based on any business event, select a delivery event from the Delivery Event LOV. The values are:
Blank
After Date of Contract
After First Article Test Approval
After Production Lot Test Approval
After Notice of Award
When the Delivery Event is selected (that is, not blank), the Period and Promised Period fields appear. Enter values for the Period and Promised Period fields and then select a duration from the LOV (days, weeks, or months). If you select After First Article Test Approval or After Production Lot Test Approval, none of the dates (Need-By Date or Period of Performance Start Date or Period of Performance End Date) are calculated for you because you need to enter them manually via a modification document.
If you have selected After Date of Contract or After Notice of Award and want to have the system calculate the Need-By Date, enter a value for the Period. When the award is approved, the Need-By Date is calculated as Effective Date + Period and the resulting value is displayed as read-only in the line.
If you have selected After Date of Contract or After Notice of Award and want to have the system calculate the Promised Date, enter a value for the Promised Period. When the award is approved, the Promised Date is calculated as Effective Date + Promised Period and the resulting value is displayed as read-only in the line.
Global Update enables you to add common field values for multiple lines or update common field values for multiple lines on draft CLM documents: Awards (lines, schedules and distributions included where applicable), IDVs, Modifications, Solicitations, Solicitation Amendments. For example, you may want to update the Inspection Information for all the lines to a common value in your award or IDV. Instead of updating the lines individually, which is a time-consuming exercise, you can update the lines in a single global update operation.
Navigate to the Awards Lines tab. Select one, multiple, or all lines (use the Select All link) and then click Global Update. The Global Update Lines page displays with the fields that you can update for multiple lines.
If you want to add a new value to the line, such as MDAPS/MAIS, enter the value in the Global Update Lines page and click Apply. If you want to upate / replace the original field value(s) with a new field value, such as Inspection Location, select or enter the new field value and click Apply. A message confirming that the update was successful displays in the Update CLM Award page. You can navigate to individual lines to verify that the update has taken place for the fields you specified.
Note: You cannot blank out any existing values with Global Update. You can only update add or update a value.
Related Topics
Attribute Setup Workbench - Introduction
Attribute Setup Workbench - Value Sets
Attribute Setup Workbench - Attributes and Attribute Groups
Attribute Setup Workbench - Functions
Attribute Setup Workbench - Templates
Attribute Setup Workbench - Simulate
Extending CLM Attributes using UDA - Document Numbering
Extending CLM Attributes using UDA - Complex Pricing
Extending CLM Attributes using UDA - Forms
Extending CLM Attributes using UDA - Addresses
Extending CLM Attributes using UDA - Predefined Attribute Groups
The Lines tab consists of a column called Exhibit, it contains a list of values of Exhibits that you can search for and use. The values for the Exhibit list of values are predefined. The values are A through Z, followed by AA through AZ, BA through BZ and so on until ZZ. It should be noted that the alphabets I and O are not used at all for the Exhibit values. Additionally, an Exhibit icon is displayed before the line number to indicate that the line is an exhibit line.
Exhibit lines can either be Not Separately Priced / No Charge (the value of the Cost Constraint field should be Not Separately Priced or No Charge) or Priced lines. Exhibit lines cannot be informational. Exhibit lines are also not associated with SLINs, therefore, in the Lines page, if there is an exhibit line, the Add SLIN icon is disabled for use. In a similar manner, exhibit lines cannot be option lines or base lines for other option lines.
There are 2 ways you can create an exhibit line:
First method: Create a line (CLIN) and then select a predefined value from the Exhibit list of values. The CLIN automatically gets converted to an exhibit line when you select the Exhibit value.
Second Method: Use the action Convert Lines To/From Exhibit Lines that is available in the Lines region. First select one or more lines that you want to convert to exhibit lines and then select Convert Lines To/From Exhibit Lines action and click Go. The Convert Lines to Exhibit Lines page displays. Select the radiobutton Specify an Exhibit for selected Lines to convert as Exhibit Lines, and then select an Exhibit from the Exhibit list of values. Click Apply to save your changes and return to the Lines tab. You will see that line(s) you selected are converted to exhibit lines and a message confirming that the lines have been converted successfully also displays.
The action Convert Lines To/From Exhibit Lines also enables you to convert exhibit lines to CLINs. Select one or more exhibit lines and select the action Convert Lines To/From Exhibit Lines and click Go. The Convert Exhibit Lines to Lines displays with 2 options: Remove exhibit references for selected exhibit lines and convert as regular lines or Specify an Exhibit for selected Lines to convert as Exhibit Lines. If you select the radiobutton for Remove exhibit references for selected exhibit lines and convert as regular lines, the exhibit lines you have selected get converted to CLINs or SLINs. If you select the radiobutton for Specify an Exhibit for selected Lines to convert as Exhibit Lines, you will also need to select an exhibit from the Exhibit list of values. This will associate your exhibit line with a different Exhibit value (for example, from AA to AB). Click Apply to save your changes and return to the Lines tab. You will see that line(s) you selected are converted to exhibit lines and a message confirming that the lines have been converted successfully also displays.
Use the Manage Exhibits action in the document level Actions LOV to associate the Exhibit lines with CLINs or SLINs. You can reference a single Exhibit to a CLIN or a SLIN at a time. Priced CLINs can be linked to Not Separately Priced ELINs and Not Separately Priced CLINs can be linked to Priced ELINs. CDRLs can be linked to either priced or Not Separately Priced CLINs. Thus, even if one line is priced, the exhibit is considered to be priced.
The Manage Exhibits page consists of a search region, where you can search for and view all the exhibits associated with the current document. The search results region also tells you if the exhibit is a data deliverable, how many exhibit lines are associated with it, whether they are priced or not and their value along with the description. The Referenced Line column in the search results region enables you to link CLINs or SLINs with exhibits. Select a line from the search LOV and associate it to the exhibit.
The Actions column enables you to view the Exhibit details in PDF format. The PDF document displays the Exhibit name on the first page (for example, Exhibit AA) and then displays all the exhibit details, including the associated lines. The Copy action in the Actions column displays the Copy Exhibits: Set Need-By Date page, where you need to specify the Need-By Date or Period of Performance Dates. Click Apply to copy the entire exhibit structure as a new exhibit. The Copy Exhibits page is used to copy exhibits that are ELINs only. If the exhibit is a CDRL, it will automatically be copied and a new exhibit name is automatically assigned as the next available name in the A, B… series. When a CDRL exhibit is copied, all the CDRL details are copied to a new CDRL. If required, you would need to update the generation period and so on manually. The Delete icon in the Actions column deletes an exhibit from the document. Click Save to return to the Lines page. If you have not referenced a CLIN or SLIN to an exhibit, the system warns you to do so when you click Submit to submit the document for approval.
The main region of the Line Details page displays the Exhibit list of values. It shows you the exhibit that the line is associated with.
The Related Exhibits region displays the exhibit details that the line is associated with. A line can be referenced in more than one exhibit. The Related Exhibits region displays if a line has an associated exhibit (you have associated the line to the exhibit using the Manage Exhibits page). This region displays only for Standalone CLINs, CLINs with informational SLINs and SLINs and not for exhibit lines. For example, if your line is A001 (exhibit line), the region will not be displayed. Similarly, this region does not appear for any informational line (CLINs or SLINs).
Schedules are created for Exhibit Lines that are priced or Not Separately Priced. Not Separately Priced exhibit lines have schedules but not distributions.
Priced Exhibit Lines have schedules automatically created for them. By default one schedule is created. You can create more than one schedule by using the Split icon.
The line numbers for schedules for the exhibit lines will only show the Exhibit Line number, and not the parent or related exhibit line numbers. This applies to IDVs and modification documents as well.
Priced Exhibit Lines can be selected for linking to requisitions. Similarly, Priced Exhibit Schedules can be selected for linking to requisitions.
Distributions for the Priced Exhibit lines are created in a manner similar to priced CLINs and priced SLINs. For more information on linking to requisition lines, refer to the section Linking Requisition Lines.
In your CLM document (award, IDV, or modification), select the action Add Contract Terms or Update Contract Terms from the Actions list of values and click Go. From your solicitation document, select the Contract Terms link to open the Contract Terms page. The Contract Terms page displays, with two tabs – Clauses and Deliverables. Click the Deliverables tab to create a CDRL. A CDRL is essentially a data deliverable. The Deliverables page displays, and you can use this page to create deliverables and manage exhibits.
Click Create Deliverable to open the Create Deliverable page. Enter a Deliverable Name appropriate to the CDRL you are creating. Enter Data Deliverable as the value for Deliverable Category. This is mandatory to create a deliverable of type CDRL. A Deliverable will be categorized as a CDRL if the Deliverable Category is selected as Data Deliverable. If you have saved the template with the value Data Deliverable, you can change the deliverable to a non-CDRL only if the CLM document has a status of Draft. When the CLM document is approved, you cannot change the Deliverable Category or Deliverable Type via a modification. Enter Contractual as the value for Deliverable Type. Verify if the fields such as Supplier and Internal Contact have the appropriate values defaulted. The Responsible Party should default to (or should be selected as) Supplier Organization, if the Deliverable Category is Data Deliverable and the Deliverable Type is Contractual.
If you have selected the Deliverable Category as Data Deliverable, the Data Item Details and Distribution Address regions are enabled and displayed.
The regions in the CDRL page and some of their fields are described below:
The Exhibit Details region is used to display the fields Exhibit and Data Item Number for deliverables with Data Deliverable as the Deliverable Category value. This region is displayed only if the document is a Solicitation or Award document.
The Pricing Details region is used to display the fields Price Group and Estimated Price for deliverables with Data Deliverable as the Deliverable Category value. This region is displayed only if the document is a Solicitation or Award document.
The Data Item Details region is used to capture Data Deliverable details required for printing. This region is displayed for deliverables with Data Deliverable as the Deliverable Category value. This region is displayed only for template definitions and Solicitation/Award documents.
The Distribution Address region is also used to capture details required for printing. This region is displayed for deliverables with Data Deliverable as the Deliverable Category value. This region is displayed only for template definitions and Solicitation/Award documents.
The Schedule Information region is used to capture the Schedule Type information. This region is displayed for all deliverable categories, including data deliverable. If the Schedule Type is System, the Due Date and Notifications regions are displayed, if the value of Schedule Type is Non-Schedulable, then the Due Date and Notifications regions are not displayed.
The Due Date and Notifications regions enable you to specify the date when the task on the CDRL will be completed. Select either Fixed Date or Relative Date. If you selected Fixed Date, select the date using the Calendar icon.
If you selected Relative Date, select Event, Before/After, and Period values.
Select a value from the Event list of values: Purchase Order Cancel, Purchase Order Close and Purchase Order Signing.
For a repeating deliverable, the start date is the date that you chose either as a fixed date or a date relative to the event that you specified in the previous step.
For a repeating deliverable, select the frequency information as follows:
Select the Frequency as a number of days or weeks or months. For example, every 6 weeks or every 3 months. In the Repeating field, select either the day of the week to repeat on (for a weekly frequency) or the day of the month to repeat on (for a monthly frequency) or number of days (for a day based frequency).
For a repeating deliverable, select the end date information as follows:
In the Repeat Until fields, select either the Fixed Date or Relative Date radio button. If you selected Fixed Date, select the date using the Calendar icon.
If you selected Relative Date, select Event, Before/After, and Period values.
Select one or more of the check boxes that match the notification scenarios:
Prior to Due Date: If you enable this check box, you must specify the (positive) number of days, weeks or months before the due date that the notification should be sent.
The recipient of this notification is the contact of the responsible party on the deliverable. The recipients of this notification are the Buyer Contact, the Supplier Contact, and the Requester.
Status Change: A notification is sent for any status change of the deliverable. Statuses could be any of the following: Completed, Submitted, Rejected, Canceled, or Failed to Perform.
Deliverable is Overdue: A notification is sent when the due date of the deliverable is passed. The recipients of this notification are the Buyer Contact, the Supplier Contact, and the Requester.
Escalate after Due Date: The recipients of this notification are the Escalation Contact and the Requester. If you enable this notification, you must specify the Escalation Contact, and the number of days, weeks, or months until the escalation should occur.
Note: Except for Status Change notifications, the notifications are only sent daily as a result of running the concurrent programs Overdue Deliverable Notifier, Deliverable Due Date Notifier, and Deliverable Escalation Notifier.
Click Add Attachments, and define your attachment as one of following types:
File: you can attach a file from your local desktop.
URL: you can specify a URL where the document is available.
Text: you can enter information in the Text field.
Click Apply to save your work and return to the main Deliverables tab. Using this tab, you can define data deliverables, specify exhibits details for data deliverables, view the Exhibits used in the document and copy the exhibits along with the data deliverables that are mapped to the exhibit.
The Deliverables tab now displays the CDRL you just created. Click the Deliverable Name link to open the CDRL. The exhibit details are displayed as well. To change the exhibit information, select the CDRL and then use the Specify Exhibit button to open the Search Exhibits page. You can search for an exhibit and then link it to the CDRL. Select the Exhibit and click Apply. The newly associated exhibit now appears in the Deliverables tab for the CDRL.
The Manage Exhibits page consists of a search region, where you can search for and view all the exhibits associated with the current document. The search results region also tells you if the exhibit is a data deliverable, how many exhibit lines are associated with it, whether they are priced or not and their value along with the description. The Referenced Line column in the search results region enables you to link CLINs or SLINs with exhibits. Select a line from the search LOV and associate it to the exhibit.
The Actions column enables you to view the Exhibit details in PDF format. The PDF document displays the Exhibit name on the first page (for example, Exhibit AA) and then displays all the exhibit details, including the associated lines. The Copy action in the Actions column displays the Copy Exhibits: Set Need-By Date page, where you need to specify the Need-By Date or Period of Performance Dates. Click Apply to copy the entire exhibit structure as a new exhibit. The Copy Exhibits page is used to copy exhibits that are ELINs only. If the exhibit is a CDRL, it will automatically be copied and a new exhibit name is automatically assigned as the next available name in the A, B… series. When a CDRL exhibit is copied, all the CDRL details are copied to a new CDRL. If required, you would need to update the generation period and so on manually. The Delete icon in the Actions column deletes an exhibit from the document. Click Save to return to the Lines page. If you have not referenced a CLIN or SLIN to an exhibit, the system warns you to do so when you click Submit to submit the document for approval.
In the Manage Exhibits page, click an exhibit link to open the Exhibit Line Details page. If the Exhibit is a supplies / services line, then the line details will be displayed. However, if the Exhibit is a CDRL, then the page displays the details of the data deliverables. Click the Return link at the bottom of the page to go back to the Manage Exhibits page.
If you have multiple CDRLs listed in the Deliverables tab, then you can order them in a sequence by clicking the Reorder button.
Click Move on the Lines page in order to modify the CLIN/SLIN structure of your CLM document. The Organize Lines page displays.
The Organize Lines page consists of 2 regions: Current Structure (source) and Target Structure (destination). Select one or more lines by clicking on the Select check box in the Current Structure region. Then select the type of move to perform using the Select Action LOV in the Target Structure region. Select from one of the 3 possible values: Move After Selected Line (moves the line after the line you selected in the Edit Lines page), Move Before Selected Line (moves the line above the line you selected in the Edit Lines page) and Move as sub-line(s) under selected line (moves a line as a SLIN under a CLIN).
The action Move as sub-line(s) under selected line is not applicable for :
Option SLINs without a base line
SLINs that are base lines to other option lines
CLINs containing cross-linked option lines
Click Done to save and apply your changes and return to the Lines page. The Lines page displays, showing you the new structure of the lines.
The Schedules tab contains information about award shipment schedules. You must have one row for each schedule you attach to a document line. Each row contains the location, quantity, and dates for each shipment schedule. Oracle CLM Purchasing uses this information to record delivery schedule information for awards.
Use the Schedules tab to specify inventory organizations, ship-to locations and the date you want your supplier to deliver the items on the purchase order line. An award line with a quantity of six items can, for example, have two scheduled shipments on separate dates.
Click the Schedules tab to search for your shipment details. You can search by Supplier, Buyer, Item or Location. You can add additional search criteria to your search by using the Add Another LOV and selecting the fields from there. Click Go after you have selected an additional search criteria. Some of the additional search criteria you can user are: Order Date, Effective Date, Description, Document Style, FSC/PSC, MDAPS/MAIS, NAICS, Operating Unit, and so on.
Note that you use the View PDF action for draft awards, and the View Conformed PDF action for approved awards (the PDF displays the latest approved and merged modification information). Use the View Award Changes (for approved awards, that have a revision number greater than 0) actions to view all the changes made to the header, lines, schedules, and distributions.
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 will take place. A line may not have both a Need-By Date and a Period of Performance Start Date / Period of Performance End Date.
To expand the schedule to full page view, click the Actions Update icon.
See also: Linking Requisition Lines.
The Schedules page enables you to enter the following information:
Need-By Date: this is the date when the items are required.
Period of Performance: for service lines, this is the time period (start and end date) in which the service will take place. A line may not have both a Need-By date and a period of performance.
Ship-To Address: this is the location to which the goods are requested to be delivered. It should be a selection of available fields (Name, Address, City, State, Zip, Country, Contact, Email, Phone).
Ship-To Contact: Select a Ship-To Contact value from the LOV as part of entering the shipping details. Similar to other contacts (such as COR Office Contact or Issuing Office Contact), the Ship-To Contact enables you to select a person as a ship-to contact.
FOB Indicator: this indicates broad category (destination or origin) and/or specifics (e.g., FOB inland point country of importation, and so on) dealing with where the goods are delivered 'free on board'. This indicator drives the selection of particular clauses and, if all indicators are the same across the document, prints on the face page of several standard forms. Refer to FAR 47.302 for further details.
Charge Shipping To: user enterable text field describing the shipping charges. Shipment Mode: selection of established reference shipping modes (e.g., air, air freight, air express, and so on).
MILSTRIP: 80 character string concatenating various piece of information and used in several legacy operations across the DoD. MILSTRIP is an acronym for Military Standard Requisitioning and Issue Procedures, a manual is available online.
Additional Markings Text: a text field for indicating other markings on the shipment.
Transportation Priority: Indicator assigned to eligible traffic that establish its movement precedence. Appropriate priority systems apply to the movement of traffic by sea and air. In times of emergency, priorities may be applicable to continental United States movements by land, water, or air.
Transportation Control Number (TCN): The TCN is a 17-character data element assigned to control and manage every shipment unit throughout the transportation pipeline. The TCN for each shipment is unique and not duplicated.
Precious Metal Code: selection from available precious metal codes, if applicable.
HAZMAT: a four character alphanumeric field describing the hazardous material, if applicable.
The Shipping region enables you to enter the shipment related details. Select a location that the goods will be shipped to / services will be performed from the Location LOV. The Organization is automatically defaulted. The Delivery Event is defaulted from the line details (Shipping region). The delivery event values are:
Blank
After Date of Contract
After First Article Test Approval
After Production Lot Test Approval
After Notice of Award
When the Delivery Event is selected (that is, not blank), the Period, Promised Period field values default from the line. Enter values for the Period and Promised Period fields and then select a duration from the LOV (days, weeks, or months).
If you select After First Article Test Approval or After Production Lot Test Approval, none of the dates (Need-By Date or Period of Performance Start Date or Period of Performance End Date) are calculated for you because you need to enter them manually. Multiple schedules can be added here and you need to enter the dates for individual schedules.
If you have selected After Date of Contract or After Notice of Award and want to have the system calculate the Need-By Date, enter a value for the Period. When the award is approved, the Need-By Date is calculated as Effective Date + Period and the resulting value is displayed as read-only in the line.
If you have selected After Date of Contract or After Notice of Award and want to have the system calculate the Promised Date, enter a value for the Promised Period. When the award is approved, the Promised Date is calculated as Effective Date + Promised Period and the resulting value is displayed as read-only in the line.
Enter a Period of Performance Duration in days, weeks, or months. When you enter a Period of Performance Duration, the Need-By Date will not be calculated.
Period of Performance Start Date: The Period of Performance (POP) is specified for services. This field defines the period in which the service will be provided. Both a start and end date must be specified. This is the contractual start date that the vendor must perform the services. You may enter a past date for the Period of Performance.
Period of Performance End Date: The Period of Performance (POP) is specified for services. The POP defines the period in which the service will be provided. Both a start and end date must be specified. This is the contractual date that the vendor must conclude the services.
If the award line type (Setup > Purchasing > Create Line Type page) is set to Severable Services (those services when stopped midway, the executed part of service is complete in itself and is measurable), then the period of performance dates need to be validated.
In the Schedules details page, identify the Period of Performance Start Date and Period of Performance End Date. If there are multiple schedules, identify the earliest start date and latest end date.
If the difference between the earliest start date and the latest end date is greater than 12 months, an error message is displayed, provided the POP Exception Reason field is blank.
If the difference between the earliest start date and the latest end date is less than or equal to 12 months:
Using the distribution details page, identify the fund account from the funds segment of the PO charge account for each schedule.
Based on the fund account and its treasury account symbol, identify the fund as Annual Appropriation or Non-Annual Appropriation.
If the Fund is Non-Annual Appropriation and the Period of Performance End Date is greater than the Fiscal Year end date (identify the fiscal year end date based on the Earliest Start Date), an error displays, provided the POP Exception Reason field is blank.
Global Update enables you to add common field values for multiple lines or update common field values for multiple lines on draft CLM documents.
Navigate to the Awards Schedules tab. Select one, multiple, or all lines (use the Select All link) and then click Global Update. The Global Update Shipments page displays with the fields that you can update for multiple lines.
If you want to add a new value to the schedules, such as Need-By Date or Receipt Routing, enter the value in the Global Update Shipments page and click Apply. If you want to update / replace the original field value(s) with a new field value, such as Location, select or enter the new field value and click Apply. A message confirming that the update was successful displays in the Update CLM Award page. You can navigate to individual schedules to verify that the update has taken place for the fields you specified.
Note: You cannot blank out any existing values using Global Update. You can only update add or update a value.
At the Line and Schedule level, the Link to Requisition Lines action is available to users only if the Encumbrance functionality is enabled. Thus you can select one or more award or modification lines and then select the Link to Requisition Lines action to bring in funds from the requisition line to the award line. Though you may not select an Informational line or an option line for linking to a requisition line, you can select any line type on the award or modification to link to any other requisition line type and thus bring in funds for that award or modification line. For example, you may select a Goods Based priced CLIN in your award to link to an Amount Based Priced SLIN in your requisition. The system does not prevent you from selecting any award / modification line type to associate to any requisition line type. As per your agency / procurement requirements, you need to co-relate the correct line types and structures from the award / modification to the purchase requisition.
Important: Award or Modification lines may have distributions already created. Check if the Type for the Distribution is Inventory or Expense. If the Distribution Type is Inventory, you may not link the award or modification line for linking to a requisition line.
Priced Exhibit Lines can also be selected for linking to requisitions. Similarly, Priced Exhibit Schedules can also be selected for linking to requisitions. Distributions for the Priced Exhibit lines will be created in a manner similar to priced CLINs or SLINs.
Another point to note is that if the total amount of the already existing distributions adds up to the total amount of the lines/shipments, then you cannot link to any more requisition lines. That is, you cannot add more funds to the award if the award has the full value of the distributions. As long as the total amount of the existing distributions is less than the total amount of the lines/shipments, you can use the Link to Requisition Lines action to bring in more funds.
Just as purchase requisition lines with balance funds can be autocreated to modifications, in a similar manner, post award request lines can be autocreated to modifications.
Select at least one line or shipment to link and then select Link to Requisition Lines from the Actions LOV and click Go.
Note that in case of modifications:
Partially or fully funded lines that have distributions to the extent of the line amount, (that is, the line amount is equal to the total distribution amount) are not available for linking.
Partially or fully funded lines with distributions less than the line amount are available for linking.
Newly added priced lines in the modification are eligible for linking.
An option line that is exercised in a modification can be linked.
The Select Requisition Lines search page displays to enable you to search and select for requisition lines to link the award lines / schedules to.
The Search region of the Select Requisition Lines page displays some default search fields such as Requisition (Number), Operating Unit, Buyer, Item. If required, you can add additional search criteria from the Add Another LOV. Select an additional search criteria from the Add Another LOV (such as Requester, Deliver-To Location, and so on) and click Add. The additional search criteria is displayed below the default search fields. Enter values for the search fields and then click Go. The search results display in the region below. Note that requisition lines for non-Inventory (e.g. Expense) items only are displayed in the search criteria. Requisition lines for Inventory items that are used to fund award lines/schedules are to be autocreated to award lines using Demand Workbench : Document Builder in Buyer Work Center.
If the award is an obligating document, only the relevant MIPR-Own lines will be displayed as available to link. If the document is non-obligating document the relevant MIPR-Own lines will not show up as available for linking. If the lines of the award / modification come from MIPR-Others lines, they will show up as available for linking.
A requisition line is displayed in an individual row in the search results region. Each requisition line also displays the Funded Value and Funds Remaining for the line in the row of the search results region. Funded Value refers to the funds available on a requisition distribution. Note that the distribution values of in-progress requisition amendments are not calculated as part of this Funded Value; the distribution value of approved and merged amendments is calculated as part of the Funded Value.
Thus if the Funded Value for a requisition line is $1000 and the contracting officer has already used $400 to fund another award line/schedule, the Funds Remaining column displays $600. The contracting officer can use this Funds Remaining Amount to fund a line/schedule from the same award or another award.
Select one or more requisition lines using the Select check box and then click Link. The Link Distributions page displays, enabling you to link the requisition line(s) and award line(s) in order to bring in funds from the requisition to the award. The Link Distributions page consists of several region that help you to view and add funds, and then preview your funds allocation.
The My Selections: Selected Schedules from the Award region enables you to view the lines/schedules/shipments you have selected that you need the funds for. If the schedule has a distribution already, the Distribution Amount Available (USD) column displays the available funds for that schedule. The Distribution Amount Required (USD) column displays the funds you still need to fund the schedule. The Total Distribution Amount Required value is the total of all funds required for the listed award schedules/lines.
If the schedule already has been linked to a requisition line earlier, the Related Requisition Lines column displays those previous requisition line numbers.
In case you do not require to link a line/schedule to the requisition line, you can always remove it from this region by clicking the Delete icon in the Actions column.
The My Selections: Selected Distributions from Requisitions region enables you to view the requisition distribution information that you will use to fund the award lines/schedules. When you select a requisition line, the associated distribution information is also extracted and made visible to you in this region.
The Distribution Amount is displayed in the Amount (USD) field. The Total Distribution Amount is the sum of all the Distribution Amounts fields. Funded Value (USD) shows the amount that is funded for that requisition distribution. The Funds Remaining (USD) field displays the amount that is left after one or more awards / modifications have utilized funds from that requisition distribution.
The Funds to Use field enables you to view and re-calculate the amounts that will be used to fund that particular award or modification line / schedule. The system automatically computes the most appropriate value for you in this field, however, you are free to change it as per your requirement. Enter a value for the Funds to Use and tab out of the field. The system automatically recalculates the rest of the values as per the formula.
The system formula or logic to calculate the value of Funds to Use is as follows:
When the Total Distribution Amount Required is less than the Total Funds Available: In such a scenario, the Total Funds to Use is calculated to ensure that Total Funds to Use is equal to Total Distribution Amount Required. Thus, Funds to Use = Total Distribution Amount Required * (Funds Available/ Total Funds Available). This formula ensures that that the Funds to Use across the distributions are pro-rated in the ratio of their respective Distribution Amounts and would ensure that Total Funds to Use = Total Distribution Amount Required.
When Total Distribution Amount Required is equal to Total Funds Available: The scenario is that the total distribution amounts required for the selected schedules are equal to the total funds available. Thus, the Funds to Use is the same as Funds Available at each distribution. Therefore, Funds to Use = Funds Available.
When Total Distribution Amount Required is greater than Total Funds Available: The scenario is that the Total Distribution Amount required for the selected schedules are greater than the Total Funds Available. This indicates that there are insufficient funds to fully fund the selected award schedules. In such situations, the Funds to Use is the same as the Funds Available at each distribution.
In the above scenarios, either the system or the user ensures that Total Funds to Use is less than or equal to the Total Distribution Amount Required.
The Funds to Use field value is used as the basis to calculate the pro-rating activity for the proposed distributions. Thus, the distribution amount required for a schedule is calculated by spreading out the Funds to Use amount in the same ratio as the existing requisition distributions are available.
For example, the Funds to Use value is $3000, and there are two requisition distribution amounts for $2000 and $4000. The newly created distribution amounts will have the following values : $1000 and $2000. This is because the proposed distribution amounts are pro-rated using the Funds to Use and the requisition distribution amounts.
Using the proration method of calculating the proposed distribution amounts, the resulting award distributions are always fully funded, because the available funds are totally utilized in order to meet the amount required for the schedules.
Re-creating Distributions
The Re-Create Distributions button enables you to refresh the Link Distributions page and re-calculate the proposed distribution amounts for the line/schedule. The system calculates the proposed distribution amounts for you for the line / schedule based on the availability of funds in the purchase requisition. However, it is entirely up to you to accept the system calculations or not. You can opt to re-enter values for the distribution amount so that you get the optimum usage of funds from the requisition lines. When you enter values that need the proposed distribution amounts to be calculated or if you would like to revert to the system generated calculations of the distribution amounts, you need to click the Re-Create Distributions button.
When using Re-Create Distributions, ensure the following:
Funds to Use should be greater than zero, otherwise the system displays an error message.
Total Funds to Use should be less than or equal to Total Distribution Amount Remaining, otherwise the system displays an error message.
Preview of new distributions for selected Award Lines/ Schedules region
Every requisition distribution is added as an award distribution in the region Preview of new distributions for selected Award Lines/ Schedules. For example, if there are 3 rows of requisition distributions and 4 rows of award schedules, the resulting matrix will have 3 times 4 rows, that is, twelve distributions created for the target award. Each of the award schedules gets 3 requisition distributions, in this scenario. Each of the proposed distribution values is calculated based on pro-ration formulas. Thus, in ratio to the original required amounts, the proposed distribution amounts are calculated. For example, the Funds to Use value is $3000, and there are two requisition distribution amounts for $2000 and $4000. The newly created distribution amounts will have the following values: $1000 and $2000. This is because the proposed distribution amounts are pro-rated using the Funds to Use and the requisition distribution amounts.
Despite the system generated calculations available and the default matrix based on pro-ration calculations for each row, you can always delete distributions and adjust the amounts manually.
An example of how the system calculates the distribution amount is provided in the tables below:
| PR Line | Line Amount | Dist.# | Distribution Amount | Partial Funded | Funded Value | Funds Remaining | Funds to Use |
|---|---|---|---|---|---|---|---|
| 0001 | 20000 | ||||||
| 1 | 15000 | N | 12000 | 12000 | 12000 | ||
| 2 | 5000 | N | 3000 | 3000 | 3000 | ||
| TDA= | 20000 | TFA= | 15000 | TFU= | 15000 |
The example award has one schedule. The Total Distribution Amount Required (TDAR) for the Award is $10000 (consisting of one schedule. In other scenarios, the award could consist of several schedules).
The above table shows Total Funds to Use (TFU) = 15000 > Total Distribution Amount Required = 10000. In order to compute Funds to Use, the system ensures that the Total Funds to Use = Total Distribution Amount Required in this case. The Funds to Use are computed as below:
| PR Line | Line Amount | Dist.# | Distribution Amount | Partial Funded | Funded Value | Funds Remaining | Funds to Use |
|---|---|---|---|---|---|---|---|
| 0001 | 20000 | ||||||
| 1 | 15000 | N | 12000 | 12000 | 7500 | ||
| 2 | 5000 | N | 3000 | 3000 | 2500 | ||
| TDA= | 20000 | TFA = | 15000 | TFU = | 10000 |
Funds to Use = 10000 (TDAR) * (15000(DA) / 20000(TDA)) = 7500
Funds to Use = 10000 (TDAR) * (5000 (DA) / 20000 (TDA)) = 2500
Preview of new Distributions for selected Award Lines/Schedules:
| Line | Schedule | Distribution | Distribution Amount | Partial Funded | Funded Value |
|---|---|---|---|---|---|
| 0001 | 1 | 1 | 7500 | N | 7500 |
| 0001 | 1 | 2 | 2500 | N | 2500 |
7500 = 10000 (Distribution Amount Required for the individual Schedule) * (7500 (Funds to Use) / 10000 (Total Funds to Use))
2500 = 10000 (Distribution Amount Required for the individual Schedule) * ( 2500 (Funds to Use) / 10000 (Total Funds to Use))
7500 (Funded Value) = 7500 (same as the Award distribution's DA)
2500 (Funded Value) = 2500 (same as the Award distribution's DA)
A summary of the fields in the Preview of new Distributions for selected Award Lines/Schedules is below:
While the Line Number and Schedule Number are predefined values, the Distribution Number is calculated based on each line number-schedule number combination. This Distribution Number value can be edited as per your requirements. For example, if you have deleted Distribution 3 of Line 1, Schedule 1, you can manually re-number Distribution 4 of Line 1, Schedule 1 to Distribution 3.
Line Description is the item description as was entered on the original award.
Qty (Quantity) is calculated using the following formula: Schedule Qty * (Distribution Amount for this distribution / Total Schedule Amount). This field can be updated by you only if the corresponding award line is a quantity-based line. Otherwise, the Qty field displays as read-only. If you edit the Qty field, the Distribution Amount field is automatically calculated for you. However, the Funded Value field needs to be manually updated by you.
Distribution Amount (USD) is a calculated value. You can change this value to ensure that you meet the funding requirements for the award line/schedule. If you update the Distribution Amount value then the Qty field gets recalculated based on the Price field (Award Line field) for quantity based lines.
Funded Value (USD) is a calculated value. You can change this value as per your requirement.
The Partial Funded field displays a value of Y (Yes) when the funded value is less than the distribution amount for any of the award distributions. Otherwise the value displays as N (No).
PO Charge Account value is defaulted from the purchase requisition distribution and is non-updateable.
The Deliver-To value is defaulted from the purchase requisition and is non-updateable.
The Destination Type of all new Distributions created for the selected award lines / shipments is set to the value Expense, regardless of whether the award line is for an Inventory item or not.
Related Requisition Line – the requisition line number that is used to generate the proposed distribution in the Preview of new distributions for selected Award Lines/ Schedules region.
Using the Actions column, you can delete a proposed distribution. For example, the system generates 2 distributions (1 and 2) for Line 1, Schedule 1. If Distribution 2 is not required to complete the funding of the line/schedule, you can delete it and update the value of Distribution 1 so that it satisfies the funding requirement of Line 1, Schedule 1.
Click Apply if you are certain that the proposed distributions are going to fulfill your award line / schedule funding requirements. The system creates the distributions for you and the award page displays. Navigate to the Distributions tab to view the newly created distributions. Verify that the distribution amount and Charge Account fields are populated correctly.
Use the Distributions tab to enter distribution information for purchase order shipments or to view distributions that Oracle CLM Purchasing has automatically created for you. You can enter multiple distributions per shipment line. Additionally, enter funding information for the line in the Distributions tab.
Note that you use the View PDF action for draft awards, and the View Conformed PDF action for approved awards (the PDF displays the latest approved and merged modification information).
The value of the profile option PO: Default Distributions can be set to Yes or No. If you have set the value of this profile option to Yes, then when you create an award and add lines / schedules to it, the distributions are automatically created for you. If the value of the profile option is No, then distributions are not automatically created when you create award lines / schedules. The creation of default distributions (or not) applies to stand-alone awards (awards that have been created by users) and not auto-created awards.
The value of the profile option PO: Default Distributions is stored along with the award information. This stored value is not changed even if the value of the profile option is changed at a later point of time. The change in the value of the profile option, therefore, does not affect the award that was created earlier with the original value of the profile option. Only future awards will store the new value of the profile option.
The Create Default Distributions action in the Action LOV at the award document level enables you to tell the system to create distributions for your award lines / schedules. This action is visible and available to use only if the value of the profile option PO: Default Distributions is set to No. The value of the profile option is typically set to No, when the requisitions are used to create the distributions on the awards. If for some reason, there are no backing requisitions for a particular award line(s), then the Create Default Distributions action can be used to default the distributions for the award line.
Select Create Default Distributions from the Actions LOV at the line or schedule tab and click Go. The distributions will be created for those lines / shipments (schedules) where the Distribution Amount (total of existing distributions) is less than the line amount. If there are no existing distributions, then the sum would be zero and the distributions would need to be created for the line/schedule amount.
Note: You can create an award with no distributions; however, you cannot receive goods or services for these award lines. Additionally, you cannot invoice award lines that have no distributions.
Click the Distributions tab to search for a distribution using one of the following search criteria: Supplier, Buyer, Item, Deliver-To Location. You can search by using additional search criteria - select values from the Add Another LOV and click Go.
Use the View Award Changes (for approved awards, that have a revision number greater than 0) action to view all the changes made to the header, lines, schedules, and distributions.
The Distributions tab incorporates the following funding fields: Non-DoD Funding Indicator, External Account and FMS Case Number. The External Account and the PO Charge Acct fields are mutually exclusive, that is, either one can be displayed on a single accounting line at a time. The user can select to enter the External Account or the PO Charge Acct through the Type selection. Therefore, when the External is selected it displays in place of the PO Charge Acct.
External Account: This field records the line of accounting that represents the funds from another system. Users 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.
Accounting Classification Reference Number (ACRN): DoD mandates that the system captures a two-character Accounting Classification Reference Number (ACRN) in accordance with DFARS 204.7107. The ACRN provides a means for tracing funds from the accounting system to CLM in a simplified manner. The ACRN value is entered as a field to the distribution for every charge account (Line of Account) for draft awards and modifications. It is the responsibility of the Contract Issuing Office to ensure that the ACRN is specified for each distribution and charge account. The system automatically generates the ACRN when you save the document, using the rules outlined in regulation PGI 204.7107. The ACRN starts with AA, AB, AC and so on and continues with A1, B1 after ZZ. You cannot use the characters I and O for ACRNs, these are reserved characters.
You can also manually enter the ACRN on the award or modification, provided you can ensure that each charge account has a unique ACRN. When you enter an ACRN value manually, for a given charge account, the system then assigns the same ACRN value to any other distributions that have the same charge account when you save the distribution. If you change the value of a charge account in the draft award or modification, the associated ACRN is retained if it is validated and found to be relevant. However, if the system determines that the ACRN is not valid, a warning message is displayed, and you can ignore the warning and proceed, or manually correct the ACRN so that it is valid.
When you submit the award or modification for approval, the ACRN field is validated and if the ACRN is not unique across the distributions, an error message is displayed. When the award or modification is approved, the ACRN value cannot be changed During the approval process, approvers can update the ACRN along with other fields of the award.
This field is not editable in a Modification document for the existing distributions. When a new distribution is added, this field is editable for the new distribution.
Note: Whenever the External Account is specified, the PO Charge Account field is not taken into consideration and the External Account field is used to generate the ACRN.
The Regenerate ACRN button tells the system to generate the ACRN across lines, even if you have entered the ACRN manually. If you click Regenerate ACRN, the changes you entered manually in the ACRN field are lost.
The Distribution details page also shows the MIPR-related fields. If your award is autocreated from a MIPR (either MIPR Own or MIPR Others), the following read-only fields display in the distribution and are populated from the MIPR: MIPR Own / MIPR Others (document number), Line, MIPR Reference, Obligating Type, Reimbursable Agreement. These fields are also displayed in award modifications.
When they create purchase requisitions and awards, requesters and buyers do not need to have the total amount of funds available to them. Federal agencies receive funds incrementally (for example: haf-yearly or annually) and requesters and buyers add the funds to their document as the funds are received. Partial / Incremental Funding in CLM enables requesters and buyers to manage incremental funds and add the funds to the purchase requisitions and awards as the funds come in.
Initially, the funded value is the same as the line / shipment / distribution amount in the CLM document. However, you can modify this value and the funded value may be 0 or less than the line / shipment / distribution amount. The Partial Funded check box is selected to indicate that the funded value is less than the line / shipment / distribution amount.
The Funded Value cannot be greater than the shipment amount for a distribution. The Funded Value cannot be negative. If you do enter a funded value that is greater than the shipment amount or is a negative value, an error message displays.
Note: The Funded Value is defaulted / entered in the set of books currency.
The Functional Currency code is displayed along with the Funded Value label. The sum of the Funded Value fields of the distributions is displayed at the award line level. Similarly the sum of the Funded Value fields is displayed at the header level. Funds are not reserved or liquidated at the time of CLM document creation. It is only during approval that funds are reserved. When the reserve action is successful, the CLM document gets approved. Liquidation/Reservation of the funds takes place when approving an award or modification. When the Partial Funded check box is selected, the Encumbrance is created for the amount equal to the funded value while approving the Award or Modification. Funds are encumbered in an accounting period as per the GL Date entered while creating the CLM document.
The Functional Currency code is displayed along with the Funded Value label. The sum of the Funded Value fields of the distributions is displayed at the award line level. Similarly the sum of the Funded Value fields is displayed at the header level.
When the document is approved, the Encumbered Amount on the distribution is defaulted to the Funded Value and the Partial Funded check box is selected. However Distributions that are marked with Prevent Encumbrance flag with a value of Yes are not considered for funding or encumbrance actions.
When the Partial Funded check box is selected, the Encumbrance is created for the amount equal to the funded value while approving the Award or Modification. Funds are encumbered in a period as per the GL Date entered while creating the CLM document.
When the document is approved, the Encumbered Amount on the distribution is defaulted to the Funded Value and the Partial Funded check box is selected. However Distributions that are marked with Prevent Encumbrance flag with a value of Yes are not considered for funding or encumbrance actions.
An example of how you can use incremental funding in CLM is as follows:
Login as a requester with an appropriate CLM iProcurement responsibility. Create a non-catalog request for 2 CLINs:
CLM Item1 Quantity Based Line (Unit Price : 1000 and Qty: 5)
CLM Item2 Amount Based Line (Unit Price : 1 and Qty (Amount): 1000)
Add the items to your shopping cart and proceed with checkout.
In the Requisition Information page, click Edit Lines. This opens the Requisition Information: Edit Lines page.
Select the Accounts tab and click the Charge Account link to open the Requisition Information: Split Cost Allocation page.
The Charge Accounts tab has the funding related fields:
Partial Funded: Use this check box to indicate to perform a partial funding for the requisition.
Funded Value: The value of Funded Value defaults from the line/shipment total value. You can then select the Partial Funded check box and enter an amount that is 0 or less than the line amount. Over a period of time, you can add funds using this field. For example, in January, you create the requisition and select the Partial Funded check box. Enter 400 in the Funded Value field. In June, you can amend the requisition (after it is approved), and enter an additional 300 in the Funded Value field.
Quantity Funded: The first CLIN (CLM Item1) you created in this example is a quantity based line. Therefore the Quantity Funded field is automatically calculated to display the funded quantity based on the Funded Value. For example, in January, the Funded Value is 2000, the Quantity Funded will be 2. In June, when the Funded Value is 3500 (an additional 1500 is used to increment the funds), the Quantity Funded will be 3.5.
Amount Funded: The second CLIN you created in this example (CLM Item2) shows you the funded amount based on the Funded Value. For example, in January, the Funded Value is 0, the Amount Funded may be 0. In June when the Funded Value is 1000, the Amount Funded may be 1000.
Important: When you enter a funded value for the distribution, the system calculates the Funded Quantity for quantity based lines and Funded Amount for amount based lines. The Funded Quantity and Funded Amount fields are read-only. These quantities are used by Receiving and Invoicing to ensure that users do not receive and invoice quantities that are greater than the Funded Quantity and Funded Amount.
Perform the same funding actions for the second line (CLM Item2), except that you need to update the Funded Value to 0.
Click Apply to return to the Requisition Information: Edit Lines page, Accounts tab. Click Check Funds and you get a message informing you that Check Funds completed successfully.
Click Apply to return to the Checkout: Requisition Information page. Submit the requisition for approval, this requisition has 0 and partial funds. Note that funds reserve takes place for the funded value only and not the line amount.
Login as a buyer using an appropriate CLM Purchasing responsibility. Navigate to Demand Workbench.
Select the partially funded requisition lines and add them to the document builder to autocreate an award.
When the award is created, notice that the total award value is different from the Total Funded Value of all the lines.
Navigate to the Distributions tab and you will see that the partially funded lines have come in from the requisition to the award. You can edit the lines if required.
Submit the award for approval. Note that funds reserve takes place only for the funded value and not the line amount.
To add funds:
Login with an appropriate CLM iProcurement responsibility and create a requisition amendment. You can use the Change icon in the Shop page to create a requisition amendment.
Navigate to the Edit Lines page (click Edit Lines in the Amendment Checkout page) and select the Accounts tab. Click the Charge Account link to open the Split Cost Allocation page.
Add new funds to the existing Funded Value field. For example: for line 1 (the quantity based line – CLM Item1), add 1500 to the existing funded value of 2000. Replace the value 2000 with 3500. The Quantity Funded value changes from 2 to 3.5.
For the Amount Based line (CLM Item2), add 1000 to the Funded Value. Update the existing value from 0 to 1000. The amount based line is now fully funded.
Click Apply to return to the main requisition amendment page. Submit the requisition amendment for approval. Note that the funds will be reserved only for the incrementally added funds and not for the entire requisition value.
To ensure that the newly added funds are added to the award:
Login with an appropriate CLM Purchasing responsibility and open the autocreated award (the award that you created using the requisition with partially funded lines).
Create a modification for this award and save the modification as a draft.
Navigate to the Requisitions > Amendments tab in Buyer Work Center and select the requisition lines that have newly added funds. Click Review and Implement to ensure that the buyer is aware that newly added funds are incrementally added to the requisition. Click Accept and return to the Amendments page.
After you have reviewed and implemented the changes, you still need to go to the modification and update it with the newly added funds manually.
Additional Information: Only info funded SLINs and new distributions will be automatically updated in the modification from the requisition/requisition amendment. As a buyer, you will need to manually update the modification with any other requisition (funding related) changes.
Update the original funded values and submit the modification for approval. When the modification is approved and merged with the base award, the updated funded values show in the award. Note that the funds are reserved only for the incrementally added funds.
Funding Awards / Modifications from new Requisitions section in the Buyer Work Center chapter to find out how funds are added to an award/modification in Demand Workbench.
Linking Requisition Lines section in the Awards chapter to find out how to use the Link to Requisition Lines action to bring in funds from the requisition line to the award line.
Click the Update icon for a distribution in order to open the Update Distribution page. The funding related fields are also displayed in the Update Distribution page, along with the Encumbrance Date field. The Encumbrance date is automatically defaulted to the current (system) date for you when you select a Charge Account or when you reserve/unreserved funds or perform a funds check. You can change this value to a valid date (the date should be within an open purchasing period when the journal entry for this requisition is created). The Encumbrance Date is also validated during the time the award is submitted for approval.
A profile option, PO: Validate GL Period, controls the validation of this Encumbrance (General Ledger) Date field. For more information on the profile option, refer to the Contract Lifecycle Management for Public Sector Implementation Guide. If the value of the Encumbrance Date is invalid (for example, the date is in a closed GL period, or in a period that is not yet open), the system automatically corrects the Encumbrance Date value to reflect the current date.
A message displays on the page, informing you that the Encumbrance Date value has been adjusted automatically for you. However, you still can opt to change the Encumbrance Date value to any other valid date if required.
The funds on a distribution need to be validated using Funds Tolerance. The Setup > Purchasing Options page has the Funds Tolerance fields in the Document Controls region. The fields are:
Funds Tolerance (%): Specify the funds tolerance as a percent. For example, you want to have a funds tolerance of 10%.
Funds Tolerance Amount: Specify the funds tolerance as an amount. For example, you want to have a funds tolerance amount of $5000.
Enforce Funds Tolerance: the values of this LOV are – Advisory, Mandatory, None.
There are some scenarios where the Funds Tolerance will check the fund amount:
If award lines / schedules have distributions, none of which have an associated or linked requisition line, then Funds Tolerance will not validate to see if the tolerance is exceeded.
If award lines / schedules have distributions, all of which have an associated or linked requisition line, then Funds Tolerance will not validate to see if the tolerance is exceeded. The system ensures that the award distributions amounts does not exceed the amount on the linked requisition lines.
If award lines / schedules have distributions, some of which have an associated requisition line and some do not have an associated requisition line, then Funds Tolerance performs a check. No check is performed if the Enforce Funds Tolerance value is None:
| Scenario | Enforce Funds Tolerance | Result |
|---|---|---|
| Sum of the distribution amounts is greater than the funds tolerance amount. | Advisory | Warning message displays - you can proceed |
| Sum of the distribution amounts is greater than the funds tolerance amount. | Mandatory | Error message displays – you cannot proceed till you resolve this by adding more funds from the requisition |
| Sum of distribution amounts / Sum of total distribution amounts * 100 is greater than the Funds Tolerance Percentage (%). | Advisory | Warning message displays - you can proceed |
| Sum of distribution amounts / Sum of total distribution amounts * 100 is greater than the Funds Tolerance Percentage (%). | Mandatory | Error message displays – you cannot proceed till you resolve this by adding more funds from the requisition |
Global Update enables you to add common field values for multiple lines or update common field values for multiple lines on draft CLM documents.
Navigate to the Awards Distributions tab. Select one, multiple, or all lines (use the Select All link) and then click Global Update. The Global Update Distributions page displays with the fields that you can update for multiple distributions.
If you want to add a new value to the distributions, such as Deliver-To Location or Encumbered Date, enter the value in the Global Update Distributions page and click Apply. If you want to update / replace the original field value(s) with a new field value, such as Misc Line of Acc, select or enter the new field value and click Apply. A message confirming that the update was successful displays in the Update CLM Award page. You can navigate to individual distributions to verify that the update has taken place for the fields you specified.
Note: You cannot blank out any existing values using Global Update. You can only update add or update a value.
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 FPDS-NG 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. Click to select a CLM document, and then select Update FPDS-NG Reporting Information from the Select Award (or Select IDV or Select Modification) LOV.
Refer to the chapter Federal Procurement Data System – Next Generation (FPDS-NG) for more information.
The notices – Award Notice and Justification & Approval Notice (J&A) are posted to System for Award Management (SAM) from the Awards or IDVs page.
The Award Notice is posted when you submit the award for approval, there is no action you need to take from the Awards or IDVs pages. The award notices are posted only for base award or IDV documents (that have associated solicitations), and not for modifications. The system prevents you from posting the award notice if the associated solicitation (Document Upload notice) is not posted successfully to SAM.
For all sections on the award notice, if the data cannot be derived then the respective section is not included in the XML for posting. For example, if the system cannot derive URL information or email information, then the respective section will not be a part of the XML constructed for posting the award notice to SAM.
If the following notices are posted for the backing solicitation, then the application posts the award notice after the award approval:
Presolicitation
Combined Synopsis
Solicitation
The award notice is posted from the approval workflow. If the posting to SAM fails, the award or IDV approval process proceeds as usual.
Justification and Approval (J&A) is a document required to justify and obtain appropriate level approvals to contract without providing for full and open competition as required by the Federal Acquisition Regulations (FAR). The Justification and Approval (J&A) template is used for the publication of the synopsis of J&As.
The Justification and Approval Notice needs to be posted by the contracting officer or contracting professional using the Post J&A To Contract Opportunities action in the Actions LOV on the award or IDV pages. The contracting officer's email ID and no competition reason details are mandatory when you post to contract opportunities. The Ship-to Location value defaults to the Place of Performance field. If there are multiple shipments, then the ship-to location of the shipment that has the highest amount defaults. To post a contract opportunity, the archive date is a mandatory field for award notices. If the purchase order is approved, then the archive date is approved date plus 15 days. Otherwise, the archive date is posting date plus 15 days.
J&A notices may or may not have an associated solicitation. You may not post this notice for modification documents. This action is always available for draft awards or IDVs, and also on approved awards or IDVs provided the J&A has not been posted to SAM or the post was unsuccessful. It is possible that data changes for key J&A fields can occur between the draft and approved awards or IDVs. In such a situation, you need to make the changes directly to SAM and the system will not validate these updates.
You can attach documents to the award or IDV that will also be posted along with the J&A notice. The attachment category is J&A to SAM. You can select a file or text to attach or a document to attach from the document catalog.
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 (total amount including options) 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, and so on 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 Warrant Types are available as lookup values and are predefined in CLM 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.
To ensure that the award 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 Delivery Order, and the Warrant Type associated with it is Type 1; Type 1 has a Warrant Amount of $5000 and is associated with a Contracting Officer. Thus, you create a Delivery Order with a total amount of $6000, and the Delivery Order has a Contracting Officer's name defaulted on it. The Contracting Officer is associated with a Warrant Amount of $5000 for this document style (that is, Delivery Orders). Therefore, the system validates if the Delivery Order total amount exceeds the Warrant Amount that is associated to the Contracting Officer. In our example, the Delivery Order total amount ($6000) exceeds that of the Warrant Amount, and an error message is displayed. You cannot proceed further unless you change the total amount of the Delivery Order or the Contracting Officer, so that another Contracting Officer who has greater authority for obligating larger sums of money can be associated with the Delivery Order.
Navigate to the Awards page using the appropriate Purchasing responsibility.
Use the Create LOV to select a Document Style and thereby create a CLM Award. Note that if a warrant is enforced for your selected document style, the award total amount will be validated against the warrant amount.
Use the Header tab to specify a Contracting Officer, if one is not already defaulted.
Enter the relevant information in the Lines, Addresses and Supplier Details, Schedules and Distributions tabs.
Save your work, and then submit your document for approval.
If the warrant currency is different from the ledger currency or the document currency, appropriate validations are carried out and you see an error message.
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 award and the total warrant amount, and so on 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 award is now Pre-Approved or Approved, depending on whether you need the document to be electronically signed by the Contracting Officer. The Acknowledgment column displays whether a signature is required. For more information on electronic signatures, refer to the Electronic Signatures section.
When you complete your award and are ready to start the approval process, select the Submit button in the update page using any of the sub-tabs (Header, Lines, Schedules, Distributions). 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.
See also: Integration with System for Award Management (SAM).
The following fields must be validated and/or populated during the approval process:
Effective Date
Signed Date
FPDS CAR or Reason for Not Reporting
SAM synchronization date / flag
Total cost with options of the Award against the approval level for the user that is completing the final approval
Users 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.
Note: You can modify the document only if Approver Can Modify is enabled for the document type.
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.
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. See also: Electronic Signature for an Award.
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. The value of the Bilateral Indicator LOV can be one of the following:
| Bilateral Indicator value | 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 an award and want to obtain supplier acceptance for the award, 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 CLM document 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 Acknowledgment 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 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 Acknowledgment column is now Accepted. Click the Accepted link to view the Acknowledgment History page. Click the eSignature icon in the Acknowledgment 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, acknowledgment details and other information related to the e-record.
When you create a CLM document and need to get the document proxy signed, you must 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 CLM document 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 Acknowledgment column should display Requires Signature. After the approvers have approved the document, the status of the document should be Pre-Approved and the Acknowledgment column should display Requires Signature.
As a buyer, you need to perform the following steps to complete the proxy signature process:
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 (you 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 Acknowledgment 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 the notification link or select the check box 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 Acknowledgment column should display the value Accepted.
Click the Accepted link in the Acknowledgment column to display the Acknowledgment 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, acknowledgment and other details pertaining to the signature action.
Use the View Action History action to see the list of actions that occur on your CLM document, notification or function.
The View Action History page is available for awards, IDVs, modifications, post-award requests. It is also available for most functions such as Workload Assignments, Notifications Summary, Closeout, Small Business Coordination Record (DD-2579) and so on.
When your award has been approved, and you need to update some information on it without going through the modification process, select the Update without Modification action in the View region of the Awards page. This action is available only for the views that display approved awards.
The Update page opens, showing you 2 regions that you can update: Addresses region and Attachments region.
The Addresses region shows you the COR Office and Contact details that you can update for an approved award.
The Attachments region displays the existing attachments to the award and enables you to add other attachments, if required. In the Add Attachment page, the Attachment Summary Information region enables you to select a Category. Note that you can only select the Internal to Purchase Order category.
If any field in the Addresses or Attachments region is updated by an active modification, the field(s) are displayed as read-only with a lock icon.
When you save and apply your work, you return to the Awards page with the Views region displaying your approved awards.
In case users are updating the modification concurrently, the fields in the above regions are available as read-only.
Contracts are closed and retained in different timeframes, depending on agency to agency. The average retention period is at least six years. The contract closeout process is complicated when contracts have been administered by separate ACO (administrative contract office) and PCO (procuring contract office) offices, since each office has a different set of modifications that must be reconciled. Complicating the process even more is the fact that contract closeout can occur prior to the funds being formally closed since fiscal close is an independent process.
Closed documents (and the documents associated with them) must be retained for a period of time, either on paper or electronically, before being destroyed by their specified retention date. The contract closeout process takes place before archiving.
There are 4 closeout statuses that an approved award or IDV may have during the closeout process:
Physically Complete: As indicated in FAR 4.804-4, a contract is considered to be physically completed when
Paragraph (a): Except as provided in Paragraph (b) of this section, a contract is considered to be physically complete when
The contractor has completed the required deliveries and the agency has inspected and accepted the supplies;
The contractor has performed all services and the agency has accepted these services; and
All option provisions, if any, have expired; or
The agency has given the contractor a notice of complete contract termination.
Paragraph (b): Rental, use and storage agreements are considered to be physically complete when -
The agency has given the contractor a notice of complete contract termination; or
The contract period has expired.
Administratively Complete: A contract will go through the administrative closeout process after it is considered physically complete. A contract is administratively complete once the contract administration office has gone through the closeout procedures as outlined in FAR 4.804-5 which includes completing the contract closeout checklist and contract completion statement.
In Closeout: Contracts in which contract administration personnel have started the closeout process, but the contract is not physically or administratively complete. The document status will be In Closeout when the Checklist tasks are completed and the Contract Completion Statement is pending to be signed by Administration Office.
Closed out: The contract closeout procedures have been completed for the contract and it is considered both physically and administratively complete. At which point, it is closed for further action and can only be accessed in a read-only state. If additional actions are required, it would need to first be reopened. The Reason field is enabled and is a required field only for the Closed out value.
The system will not start the closeout process for the following contract documents:
Award or IDVs that have a status of Draft
IDVs that have orders cannot be closed out, until all their orders have been closed out
Terminated awards or IDVs
Awards or IDVs that are already closed out.
Modifications and Orders referencing IDVs are not created if the status of the award or IDV is Administratively Complete, In Closeout or Closed Out. However, modifications can be created if the document is in Physically Complete status, provided there is a need for Checklist and Contract Completion Statement. Modifications are not available when there is no requirement for Checklist and Contract Completion Statement.
The Closeout process can be started for Contract document even if there are open modifications.
The Closeout Process
The following closeout scenarios outline the closeout process along with the closeout status changes in the contract document as it transitions in the closeout process.
Closeout Scenario 1:
When the closeout process is started for a contract document and the user does not need to add a checklist and a Contract Completion Statement:
The contract document is validated by the system for possible exceptions. If no exceptions are found by the system, then the status of the contract document will be updated to Closed Out.
The contract document is validated by the system for possible exceptions. If the validation results in warning messages and the Award Administrator agrees to start the Closeout process, then the document status will be updated to Closed Out.
The contract document is validated by the system for possible exceptions. If one or more of the checks results in an error message, the closeout process cannot be started. The Award Administrator has to correct the errors before initiating the closeout process once more.
Closeout Scenario 2:
When the closeout process is started for a contract document and the user needs to add a checklist only:
The system validates the contract document for exceptions and if there are no exceptions, then the status of the contract document will be updated to Physically Complete. All tasks are activated and the Due Date for task completion will be calculated by the system. Notifications will be sent to the responsible parties of each task. When all the tasks in the checklist are completed, a notification is sent for obtaining signatures for the Checklist PDF. When the signature process is complete, the contract document will be re-validated for exceptions. If the result of the validation shows no warning messages, the status of the contract document is updated to Closed Out.
The system validates the contract document for exceptions and if there are warning and error messages, and if the Award administrator continues with closeout process, the status of the contract document is updated to Physically Complete. All tasks are activated and the Due Date for completion of the task is calculated by the system and notifications are sent to the responsible parties of each task. When all the tasks in the checklist are completed, , a notification is sent for obtaining a signature for the Checklist PDF. When the signature process is complete, the document is validated once more. If the validation result still displays error message(s), the closeout process is on hold and the Award Administrator has to correct the error message(s) and then continue the closeout process. If the validation results show a warning message and the Award Administrator agrees to close out the contract, then the document status will be updated to Closeout.
Closeout Scenario 3:
When the closeout process is started for a contract document and the user needs to add a Contract Completion Statement only:
The system validates the contract document for exceptions and if there are no exceptions, the status of the contract document is updated to In Closeout and notifications will be sent to the responsible parties for obtaining signatures. However, the status is updated to Closeout, if signatures are not required. When the signature process is completed by the Award Administrator, the status of the contract document is updated to Administratively Complete. When the signature process by the Purchasing Office is also completed, the status of the contract document is updated to Closed Out.
The system validates the contract document for exceptions. and if there are warning messages, and if the Award administrator continues with closeout process, the status of the contract document is updated to In Closeout and notifications are sent to the responsible parties for obtaining signatures. When the signature process is completed by the Administration Office, the status of the contract document is updated to Administratively Complete. A notification is sent to the Purchasing Office for obtaining the signature. When the signature process is complete by the Purchasing Office, the status of the contract document is updated to Closed Out.
The contract document is validated by the system for possible exceptions. If one or more of the checks results in an error message, the closeout process cannot be started. The Award Administrator has to correct the errors before initiating the closeout process once more.
Closeout Scenario 4:
When the closeout process is started for a contract document and the user needs to add a checklist and a Contract Completion Statement:
The system validates the contract document for exceptions and if there are no exceptions, the status of the contract document is updated to Physically Complete. All the tasks are activated and the Due Date for completion of the tasks is calculated by the system. Notifications are sent to the responsible parties of each task. When all the tasks in the checklist are completed, a notification is sent for obtaining signatures for the Checklist PDF. When the signature process is complete, the contract document will be re-validated for exceptions. If the result of the validation shows no warning messages, the status of the contract document is updated to In Closeout and the Contract Completion Statement (CCS) will be generated and sent for signature to the Administration Office. When the Administration office signs the CCS, the status will be updated to Administratively Complete and the document is forwarded to the Contracting Office for obtaining signatures. When the contracting office signs the document, the contract document status is updated to Closed Out.
The system validates the contract document for exceptions. If there are warning and error messages and if the Award administrator continues with closeout process the status of the contract document is updated to Physically Complete. All the tasks are activated and the due date for completion of the tasks is calculated by the system and notifications are sent to the responsible parties of each task. When all the tasks in the checklist are completed, a notification is sent for obtaining a signature for the Checklist PDF. When the signature process is complete, the document will be validated again for exceptions. If the validation result still displays error message(s), the closeout process is on hold, and the Award Administrator has to correct the error message(s) and then continue the closeout process. If the validation results show a warning message and the Award Administrator agrees to continue with the closeout process the status of the contract document is updated to In Closeout and then the Contract Completion Statement is generated and sent for signature to the Administration Office. When the Administration Office signs the CCS, the status is updated to Administratively Complete and the document is forwarded to the Contracting Office for obtaining signatures. When the Contracting Office signs the document, the contract document status is updated to Closed Out.
Manual or Automatic Closeout
Closeout of awards and IDVs can be a manual (user driven) process or an automatic (system driven) process. The manual process consists of the following steps:
Query the awards or IDVs that have a status Approved, these approved documents are eligible for manual closeout. A notification is sent to the contracting officer listing the awards or IDVs that are eligible for closeout.
The contracting officer attaches the checklist of tasks that need to be validated before closing the award or IDV document. Additionally the contracting officer enters the retention period and staging period for the document and assigns the users responsible for completing the tasks, along with expected date for completion of the task.
The contracting officer submits the document for Closeout.
Notifications are sent to the assigned users regarding their assigned action items/task that need to be completed.
Reminders and alerts are sent on a periodic basis if the assigned user do not act upon the action items/tasks.
When the assigned users inform the contracting officer that they have completed their assigned tasks, the contracting officer updates the status of those tasks to Completed. When all the action items/tasks attached to the document are completed, the document is then routed for e-signature.
When e-signing of the checklist is complete, the status of the document is updated to In Closeout
A contract completion statement is generated for the award or IDV document and the contract completion statement is routed for e-signature.
When the e-signing of the contract completion statement is completed by the Administration Office, the status of the award or IDV document is updated to Administratively Complete. When the Contract Completion Statement is signed by the Purchasing Office, the status of the award or IDV document is updated to Closed Out.
The checklist and contract completion statement are attached to the contract file.
The automatic process consists of the following steps:
The Automatic closeout process begins with querying for contract documents that are eligible for closeout. The contract documents that are fully received, invoiced and paid are also considered for closeout. In addition, the available contracts for automatic closeout will not include the documents that fall in any of the categories specified below:
Awards/IDVs and orders with a status of Draft.
Awards/IDVs and orders with open modifications.
Awards and IDVs that have orders cannot be closed out until all of their orders have been closed out.
Terminated awards or discontinued agreements do not get closed out.
The contracting officer selects all the contract documents or some of the contract documents for closeout process.
Attributes for all the selected documents such as Checklist and Contract Completion Statement will not be set to yes and the process of closeout will be started.
When the documents do not require the Checklist and Contact Completion Statement, the status of the documents is updated to Closed Out.
The Manage Closeout action enables you to closeout awards and IDVs. The Manage Closeout action is available in the Actions list of values in the Award and IDV Summary pages (for approved awards and IDVs) Thus you can simply select an award or IDV from the Summary page and select Manage Closeout from the Actions LOV. Select the Manage Closeout action and click Go to open the Closeout page for the award or IDV.
The Closeout page consists of the following regions:
Closeout Details: Enter the Retention Period and Staging Period, this information is useful when archiving the document. Select Days, Weeks, Months or Years as the duration from the list of values.
Ensure that the Retention Period value is greater than the Staging Period value, otherwise an error message displays. The initial status of the closeout is Open.
Checklist Details: You can specify if you need a checklist of tasks that need to be completed before you close out the document. If you select Yes from the Checklist Required list of values, then you also need to specify if the checklist to be e-signed or not (E-Signature Checklist list of values). If you select Yes for E-Signature Checklist, the Signing Authority search LOV displays, and you need to select the person who will e-sign the checklist when the tasks are complete.
Contract Completion Statement Details: Select Yes from the Contract Completion Statement Required list of values if you need a contract completion statement and signatures from the administration contract office and the purchasing contract office. Additionally, if you select Yes for the E-Signature Contract Completion Statement, the fields for e-signature display. You need to specify if you will sign the Contract Completion Statement (value selected is Self in the Administration Office Signature and Purchasing Office Signature fields) or sign on behalf of the contracting officer (value selected is Acknowledge in the Administration Office Signature and Purchasing Office Signature fields). Select values for the Administration Office Signing Authority and Purchasing Office Signing Authority from the search LOVs. Optionally, enter comments in the text boxes as required.
If you need to capture the voucher number and the invoice number, then the Additional Information region (that will be printed in the contract completion statement PDF) displays.
Additional Information: The fields in the Additional Information region are:
Final Payment Voucher Number
Payment Date: When the award or IDV is fully invoiced and all the invoices are paid, the Final Payment Voucher Number is defaulted with the last payment voucher number created for the award or IDV document and Payment Date is defaulted with the last payment voucher date.
Final Invoice Number
Date Forwarded: When the award or IDV is fully invoiced and the invoice is not been paid fully, the Final Invoice Number and Date Forwarded are defaulted with the last invoice number created and date in which the last invoice is created for the award or IDV.
Note: Either the Final Payment Voucher Number or the Final Invoice Number is defaulted depending on whether the award or IDV is fully invoiced or paid.
Excess Fund Amount
When the award or IDV has a status of Physically Complete, you can update the data in the Additional Information region. However, if the award or IDV has a status of Administratively Complete, In Closeout and Closed Out, you cannot update the data in the Additional Information region.
Attachments: The Attachments region enables you to attach various kinds of files - including the ability to annotate the closeout with a note. Click Add Attachment to open the Add Attachment page and specify the kind of attachment to use: Desktop File/Text/URL or From Document Catalog.
Select a Category from the list of values. The Category defines the purpose of an attachment, and controls which forms or pages can access it.
Select the attachment Type:
File - specify a file name to upload. Enter the file location, or use the Browse button to locate the file.
URL - enter the URL for a Web page.
Text - Enter text that is less than 2000 characters. If the text you want to attach is more than 2000 characters, upload it in a file.
From the Document Catalog:
Use the Search regions to query existing documents.
Select the Document Name link to view a document before attaching it.
Select the document(s) to attach.
Click Apply.
Save your work in the Closeout page. The attachments are not added until you save your work.
The actions you can perform on a Closeout document are:
Manage Tasks: Select Manage Tasks from the Actions list of values and click Go. This action displays only if you require a checklist and have selected the relevant Checklist check box. The Closeout: Tasks page displays. You can associate a closeout checklist template to the award or IDV using this page. For more information on creating closeout checklist templates, refer to the Oracle Contract Lifecycle Management for Public Sector Implementation Guide. Use the Select Checklist Template list of values to search for and select a closeout checklist template. After you have selected a template, click Copy Tasks to copy the tasks you created in the template to the closeout document. The tasks you copied are displayed in the Tasks region. Additionally, you can create new tasks by clicking Create Task. A new row displays below the copied tasks, so that you can enter the new task details. Click the Update icon to update the task information. Click Save to save your work or click Apply to save your work and return to the Closeout page.
View Contract Completion PDF: Select View Contract Completion PDF from the Actions list of values and click Go. This action is available only if there is a requirement for the Contract Completion Statement. You will be prompted to open or save the Contract Completion Statement PDF. Click Save if you require to store a copy of the PDF in your local drive.
View Checklist PDF: Select View Checklist PDF from the Actions list of values and click Go. This action is available only if there is a requirement for the Checklist. You will be prompted to open or save the Checklist PDF. Click Save if you require to store a copy of the PDF in your local drive.
Click Submit to proceed with the closeout. You receive a warning message, stating that Receipts, Invoices and Payments have not taken place. Click Yes to proceed and No if you do not want to proceed.
If you click Yes, the status of the award or IDV changes to Physically Complete. If you click the status (Physically Complete) link, the Action History page displays, showing you all the actions that have occurred for this award or IDV. Click the Return to <Awards or IDVs> link to come back to the Summary page.
Manage Checklist: This action is only available when the status of your award or IDV is Physically Complete. Select Manage Checklist from the Actions list of values and click Go. The Manage Checklist page displays with the tasks that you copied from the template or created on your own. Click the task name link to view the task using the Contract Closeout: View Task page. The Manage Checklist page enables you to update the status of the task, actual date of completion and enter comments if required. You can update the status of the task to Completed if the assigned user has informed you that the task is complete. Click the Update icon to update the task details using the Contract Closeout: Update Task page. You can change the Status, Actual Date of Completion, Description, and Notes. You can add attachments and also view the Status History region. The Status History region tells you the past and current statuses of the task, the status change date and the user who changed the status. Click Apply to return to the Manage Checklist page.
When all the tasks have been performed, you can change the status of the tasks to Complete and enter actual dates of completion and comments. Save your work and return to the Closeout page.
View Checklist: You can see this action only if the Closeout Status is Administratively Complete, In Closeout and Closed Out.
Signatures If you have specified a checklist and a contract completion statement and the corresponding acceptance signatures, the signing authorities for the checklist and the contract completion statement (Administration Office and Purchasing Office) will receive notifications as part of the closeout process.
The award administrator needs to login with credentials to view the notification for accepting and signing the checklist completion. Open the notification by clicking the notification link in the Worklist or Notification Summary page. Click Accept to proceed with the e-signature process. The Sign Notification page displays. Enter your User Name and Password in the relevant fields and click Sign. The e-signature process is complete and you will return to the Worklist or Notification Summary page. The status of your award changes to In Closeout.
The signing authorities for the contract completion statement need to e-sign on behalf of the Administration Office and Purchasing Office.
The Administration Officer needs to login with the appropriate credentials and open the notification by clicking the notification link in the Worklist or Notification Summary page. Click Accept to proceed with the e-signature process. The Sign Notification page displays. Enter your User Name and Password in the relevant fields and click Sign. The e-signature process is complete and you will return to the Worklist or Notification Summary page. The status of your award or IDV changes to Administratively Complete.
The Purchasing Officer needs to login with the appropriate credentials and open the notification by clicking the notification link in the Worklist or Notification Summary page. Click Accept to proceed with the e-signature process. The Sign Notification page displays. Enter your User Name and Password in the relevant fields and click Sign. The e-signature process is complete and you will return to the Worklist or Notification Summary page. The status of your award or IDV changes to Closed Out.
If you have specified a checklist or a contract completion statement which do not require e-signatures, the status of your award will display as Closed Out without showing the intermediate statuses described in the previous paragraphs.
Related Topics
Closeout in the Contract Administration tab.
The Manage Deliverables action on the Award Summary page enables you maintain and view deliverables in the context of a contract document and is governed by the security of the document. This action enables all the stakeholders of the contract document like Buyer, Award Administrator and Contracting Officer to view and manage the deliverable. Users who have access to the Award document will be able to view and manage the deliverables.
See also: ELINs and CDRLs.
The Manage Deliverables action is displayed only if all the following conditions are satisfied:
The contract document should have defined deliverables.
The user should have access to Contract Terms page.
The user should have access to Manage Deliverables.
The user should have access to Deliverables Workbench page.
The award document should not be in the status Closed Out.
Agencies are required to maintain a list of suppliers that are listed as debarred or otherwise ineligible to do business with federal agencies. Using the action Verify Vendor Eligibility, you can integrate with SAM (System for Award Management) to check if a supplier is eligible to do business or has been debarred. The approval of the award, IDV or solicitation will continue, regardless of the supplier status. Select the Verify Vendor Eligibility action from the Actions list of values, and click Go.
The Verify Vendor Eligibility page displays with the following regions: Vendor Eligibility Details, and Vendor Eligibility History.
The Vendor Eligibility Details region displays the vendor information, along with the Status (Eligible or not), (Eligibility Check) Performed On and Performed By. The Supplier Name, Supplier Site and Unique Entity Identifier are displayed from the document (award, IDV or solicitation) by default. The Related Offers field displays with a value only if the award or IDV has been created from a solicitation that has offers, or a solicitation for which the supplier has provided an offer or quote.
Click the Verify Vendor Eligibility button to integrate with SAM (System for Award Management – the FAR website) and check if the vendor is eligible to do business or has been debarred. The Status field displays the value Submitted. This process of sending the vendor eligibility request to SAM, and getting a response, may take some time, and you can click the Refresh button to ensure that the latest updates are reflected on the Verify Vendor Eligibility page. If the supplier is eligible to do business, the Status field changes to Eligible, otherwise it displays Ineligible. If there are any errors while processing the request to or from SAM, the Error field displays the error that occurred.
To approve a vendor without going through the process of verifying the eligibility of the vendor in SAM, select the Approved Without check box. The Exception Reason list of values displays, and you need to select an exception reason for approving the supplier without performing the vendor eligibility check.
The Vendor Eligibility History region displays the history of submissions or exceptions that you performed for vendor eligibility check.
Save your work and then return to the CLM document page, where you can continue with the rest of the CLM document processing.
FAR subpart 22.10 mandates the contracting officer to provide on contracts for services, the minimum wages that have to be paid to the persons executing the contract. These minimum wages are called Wage Determinations (WD), that are maintained by the Department of Labor (DoL).
Wages determined by Wage Determinations may vary based on the nature of the work and the place where the service is performed.
The Department of Labor(DOL) maintains an official web site www.wdol.gov that is used by contracting officers to obtain Wage Determination statements.
Select the Wage Determination action from the Actions list of values in your award or modification document and click Go. The Wage Determination page displays with a region called Wage Determination. Click Launch WDOL to open the WDOL.gov website. Select the wage information to capture along with your award or modification. When the page with the wage information you require opens up, select the URL of the page and copy it. Return to the CLM Awards or Modifications Wage Determination page.
Note: If the award or modification is in view mode, the Wage Determination action is not displayed.
In the WD Statement URL field, paste the URL that you copied from the Wage Determination OnLine website. Then click Attach WD Statement to convert the copied wage information into a URL and attach it to your award or modification.
The Wage Determination History region displays the history of your actions that accessed the Wage Determination OnLine website and gathered wage information from the site.
Complex work orders have high dollar values, often running into several millions of dollars. They are also long lead time contracts, sometimes extending over multiple years. They may be outsourced high-value projects that require extensive collaboration between the buying and supplying organizations. These contracts are characterized by progress payments that are governed by the advanced payment terms, and which are released based on completion of work. Additionally, complex work contracts can also have provisions for Contract Financing.
Some terms that are used when creating and using complex work orders:
A Progress Payment Schedule is an industry term that represents a schedule of services and work components required to complete a complex services contract. Each of these service components are typically associated with payments. Specifically in the Construction Industry, the Progress Payment Schedule is also referred to as the Schedule of Values.
Progress Payments are payments released for work partially or fully completed on a Progress Payment Schedule.
A Pay Item refers to a specific work or service component of the Progress Payment Schedule. It describes the work or service that needs to be completed, and the payment amount associated with that work or service. So a Progress Payment Schedule basically consists of several pay items. There are different types of pay items – Rate, Lumpsum and Milestone.
Progress Payment Rate is a payment term used on cost reimbursement contracts. On these contracts progress payments released to the Contractor are based on the costs incurred by the contractor during the execution of the contract. The progress payment rate is used on these contracts to compute the reimbursement amount based on the cost incurred by a contractor. The Progress Payment Rate is usually negotiated between the Buying Organization and the Contractor.
Contract Financing is often used on Public Sector Contracts. It is a payment arrangement for funding or financing a supplier when the upfront costs for initiating a contract are large or beyond the means of the supplier. These financed payments are like loans to the Supplier and are recouped or liquidated from subsequent payments made for deliveries on the Contract.
An Advance is a type of Contract Financing Payment, and is usually released before any work or service has been performed on the contract. It is often used to offset some of the upfront costs associated with initiating work on the contract.
Recoupment is closely related to Contract Financing, and is used when Contract financing is used on the contract. When Contract Financing Payments are released they need to be liquidated, because they are basically loans. Recoupment refers to the liquidation of previously released financing payments. This liquidation is done from payments released for the delivery of services.
Recoupment is quantified in the form of a Recoupment Rate. This term represents a rate (as a percentage) that is applied to Invoices submitted by the Supplier for the delivery of services specified on the contract. This rate determines the fraction of the Invoice Amount used toward recoupment of previous financing payments. The Recoupment Rate is usually negotiated between the Buying Organization and the Contractor.
Retainage is often used in the Construction Industry by the Client to mitigate risks of ensuring the completion of the contract. Sometimes in large contracts which are at the point of substantial completion, there is often a punch list of jobs that need to be completed. On these contracts if the balance payment due to the contractor is not large enough to cover the costs of completing the punch list jobs, the contractor may not finish them. Retainage is withheld from progress payments to ensure a sufficiently high balance payment amount so that contractor finishes all jobs on the contract.
Retainage Rate specifies a percentage of the invoice amount billed by the contractor that is withheld from payment. This retainage amount represents a deferred liability due for payment in the future.
The procurement of the complex services often starts off from a service request that can originate from one of several sources – Project Managers in charge of a construction project, engineers in the field, or even architects. These service requests are often high dollar value and involve services that require longer lead times to be fulfilled. Due to this buying organizations can determine that fulfilling the request will need sourcing and negotiation activity and ultimately a contract with complex payment terms.
Sourcing professionals then create a sourcing event and invite bids from multiple suppliers. These contracts can be complex, hence, the entire sourcing process may involve multiple rounds of negotiation on various aspects of the contract such as payment terms, whether there would be provisions for contract financing, advances, how high the recoupment rate and the retainage rate will be, and so on. Another key aspect that is negotiated on is the Progress Payment Schedule, its structure and how the work will be performed, the payment associated with each pay item, and the provisions for Contract Financing and Advances.
And finally, the Buyer and the Contractor also negotiate on applicable Clauses, deliverables such as lien wavers, insurance certificates and their due dates.
Once the process of sourcing the complex services is complete, the best party is awarded the contract. The negotiated complex payment terms and the progress payment schedule now become a part of the contract and both parties can sign-off on the same. The contract is now ready for execution.
The contractor now initiates work on the progress schedule of the contract. If there are provisions on the contract for contract financing such advances, they can be billed before work starts.
The contractor now performs work on the progress payment schedule & periodically reports progress and requests payment either in the form of a Work Confirmation or a Payment Request. These documents state the amount of work completed on different components of the progress payment schedule, and usually need to be approved by designated individuals like Engineers, Project Managers or Architects on the clients side before any payment can be released.
After the work progress is approved, the contractor submits an Invoice for payment. Complex Payment Terms specified on the contract are now used to calculate the payment due to the contractor. Previous contract financing payments, if any, can be recouped, and applicable retainage can be withheld before a payment is made to the contractor.
Alternatively, if the contractor's invoice is for financing payments these can be released and tracked as such on the contract so that they can be recouped subsequently from invoices for services deliveries. Oracle Purchasing owns the contract and tracks the execution of the contract, and maintains a current status of the contract through its lifecycle.
The Contractor can report progress on the Progress Payment Schedule by submitting Work Confirmations through Oracle iSupplier Portal. Alternatively the Buyer can report progress on behalf of the Contractor from within Oracle Purchasing.
Oracle Payables provides capability to process payments for the contract. Advances, and other Contract Financing, Progress Payments, Retainage witholdings and Retainage Release can all be processed using Oracle Payables in conjunction with the terms defined on the Contract.
An example of a complex work order is Renovation of Parking Lot Services.
Enter a complex work order by selecting the appropriate document style for a complex award using the Create LOV. The price for the Parking Lot Renovation Service is $1,000,000.
You can enter a priced line or an informational line on a complex work order. However, note that the informational lines do not have any pay items associated with them.
Every complex work order line is automatically numbered, however you can change the numbering of a line. The Contract Line (CLIN) and Sub-line (SLIN) structure is used in all CLM purchasing documents, including modifications and amendments 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.
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. A segment with 4 digit numeric values from 0001 – 9999 is defined for each document. The numbers are sequentially generated.
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 you. 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 alphabetic 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, refer to the Appendix – Common 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).
Note: Rate based temp labor line type is not available on the CLM complex work order.
Note: You can add Exhibit Lines of type CDRLs to complex work orders in the same manner as you do for awards. For more information, refer to the ELINs and CDRLs section in the Awards chapter.
If the item or service exists in Inventory, iProcurement store or catalog, then the Description and Category field values are defaulted. Select from the available Contract Types in the Contract Type LOV. Based on the Contract Type selected, a pricing calculation will take place and the item/service will be priced on the line. Enter a Quantity in the Qty field and a Unit of Measure in the Unit field. The Amount field gets calculated based on the formula of the Contract Type field, Unit Price, the Quantity and Unit of Measure.
You can 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. Option lines (both exercised and unexercised) can have pay items.
For more information on Options, refer to the Appendix – Common CLM Functionality.
You can also perform actions such as Update, Duplicate and Delete for each line. The Delete Action deletes a line from the award. 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 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, Qty, Unit, Unit Price, Total Amount. The formula for calculating the Total Amount is also displayed in this region. The details page for the line displays with more information such as the complex payment terms and so on. The details page enables you to capture several pieces of critical information for the Complex Services Contract.
Buyers can define a scope of work which is really the description of the service that is being procured. This can be captured either as the Line Description or can be attached as an external document. For more information on attaching documents, refer to the Attachments section in this chapter.
Complex Payment Terms for Financing, and Retainage are captured on the line. In our example for Financing, you can enter the Advance Amount, Recoupment Rate, Maximum Retainage Amount and the Retainage Rate. Note that the advance amount cannot be more than the funded amount for the line. These terms defined here apply uniformly to the entire progress payment schedule of this line, that is, the Retainage Rate of 10% is applied to all invoices submitted against pay items of this line. Similarly, the Recoupment Rate of 10% is applied to all Invoices submitted against pay items of this line.
Further to this, certain attributes defined at the line behave as defaults onto the progress payment schedule. Billing details like the Charge Account, Accrue at Receipt, Project Information and so on all act as defaults for the payment schedule and as each new pay item is created for the line, it assumes these values.
The Progress Payment Schedule page replaces the Schedules tab because the complex work order does not have delivery schedules.
Several additional details can be specified for the pay items on the details page. The Pay Items details page can be accessed using the Update icon.
There are three types of Pay Items - Rate, Lumpsum, and Milestone.
Rate pay items are based on a Rate of work completion. Payments for these can be claimed as units of work are completed. In our example we have a rate pay item for Landscape designer services for 25 Hrs @ $1000.00/hr.
Lump Sum pay items, as the name suggest, are based on a Lump Sum amount allocated to a portion of work. Progress payments can be released for these pay items based on the level of completion. In our example we have 2 lump sum pay items, one for Resurfacing the entire parking lot for 20,000 dollars, and another for Road work for a total amount of 50,000 dollars.
Milestone pay items are based on a milestone in the contract or event that needs to be fully complete before the associated payment can be claimed by the contractor. In our example, the milestone for claiming the last 50,000 dollars on the contract is to complete the final painting on the parking lot.
The pay item details page has more details that the Buyer can specify for each pay item. Attributes such as Work Location, Receiving Controls, and Billing information can be specified here. Additionally, documents such as drawings, or specifications for the pay item can be uploaded as an attachment.
For more information on linking pay items to requisition lines for funding, refer to the section Linking Requisition Lines in the Awards chapter.
On the Distributions tab, you can specify specific charge accounts for the advance, or the accounts generator can be configured to generate an account for the Advance automatically. Accounts can also be generated automatically for every pay item on the progress payment schedule. Note that the advance amount cannot be more than the funded amount for the line.
For more information on creating default distributions, refer to the section Distributions in the Awards chapter.
iSupplier Portal offers several features to the supplier that provide capabilities to track, monitor, and manage the Complex Services Contract. Using the portal, the Supplier can track the progress on each individual pay item of the Progress Payment Schedule, acknowledge and sign the document before it become a formal contract, request for changes to the contract, and create and submit work confirmation to report the progress on the Contract. Note that you cannot create a work confirmation for the pay item if the line amount is greater than the funded amount. Also for pay items with a funding of 0 (zero), the lines are not available for creating work confirmations.
For more information on iSupplier Portal, refer to the Oracle Contract Lifecycle Management for Public Sector iSupplier Portal User Guide.
Global Update enables you to add common field values for multiple lines or update common field values for multiple lines, pay items and distributions on draft complex work orders.
Refer to the Global Updates sub-sections in the Award Lines, Award Schedules and Award Distributions sections (Awards chapter) for more information on globally updating field values.