An order referencing an IDV (example: Delivery Orders, BPA Calls) is an actual order of supplies and services against the IDV. The IDV determines the characteristics and prices of the items. The order referencing the IDV specifies actual quantities and dates ordered for the supplies and services.
When an order referencing an IDV is created, the order number consists of the IDV number followed by a 4 digit number, for example, MAS123-10-C-1234-0001; MAS123-10-C-1234 is the IDV number and 0001 is the serial number for the order referencing the IDV. This number, though auto-generated, is editable using the Edit Document Number popup.
A Contract Line in the order 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. Informational SLINs have the last 2 digits numeric values in the range 01-99. For Priced SLINs, 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).
You can create an option line on a CLM document that you intend to exercise at a future point in time. Instead of modifying the source document at a future date, enter the anticipated options on the original award. A CLIN or SLIN can be further defined as an Option Line. An Option Line stores and displays information that is used at a future point in time. An Option Line is numbered in the same way as a CLIN or a SLIN. For more information on numbering CLINs and SLINs, refer to the section Numbering CLINs and SLINs. An Option Line can be Priced or Informational. An Option Line cannot have any further option lines associated to it.
Note: You may not refer to Option lines in the Order referencing the IDV, unless the Option lines are exercised.
The Pricing details on an order referencing an IDV can come from various sources – from the purchase requisition, from the offer/solicitation, from the IDV. For more information on Pricing an order that references an IDV, refer to Appendix A – Common CLM Functionality.
Note: Orders referencing an IDV may not be funded.
The ways in which an order referencing an IDV is created are:
From a Purchase Requisition (using Document Builder)
From an Offer (Surrogate Offer) in Oracle Sourcing
See Printing Supplier Name Attributes in the PDF Output of Standard Forms for information about supplier name and attributes in the PDF output.
When you create an order referencing an IDV from a requisition or from a surrogate offer, the data that is defaulted on the order could come from the following sources:
Quantity, delivery schedule and funding information is defaulted from the purchase requisition lines.
Supplier, NAICS Code, Unit Price is defaulted from the IDV.
Note that the above are just some examples of defaulting data.
When the order referencing an IDV is created, you can change the data on the created order. If any IDV or line references are changed in the created order, then no re-defaulting of the data from the source document takes place. You need to ensure that the data is correct with respect to the new IDV / Line reference.
Navigate to (T) Requisitions > Demand Workbench and select a requisition line(s). Click Add to add the requisition line(s) to the Document Builder. The Document Builder displays further options, and you can select the IDV that the order should reference. Click Update to select the corresponding IDV line for the selected Purchase Request line. Click Create to create the order and the relevant information from the Purchase Request and IDV is copied to the new order to populate it with the order details. You can also update this order with any changes you require.
When a need for goods and services is identified, a purchase requisition is entered and assigned to a contracting specialist. The contracting specialist then creates a solicitation and invites the eligible suppliers to send their quotes. Each supplier bids on the work, using their contractual labor rates and terms and specifying new information such as their qualifications for the particular need, timeframe for completion, and technical approach. The winning offer is selected and the order is created from the offer. Information from the IDV such as the labor rates flows from the IDV to the offer and then on to the order.
When the order is generated, the available amount on the IDV is reduced and progress toward the minimum is tracked.
Note that a published solicitation has been created and that it is now closed for receiving further offers. The buyer enters a surrogate quote on behalf of the supplier and then makes the award decision. The buyers have decided which supplier(s) to award the solicitation to. An IDV has been specified on each offer line.
Create a new order in the system and reference an existing offer document and IDV in the system.
One or more Awarding actions are done by the buyers, depending on which supplier(s) are awarded the contract.
The system copies the appropriate information from the offer/solicitation as well as from the defined IDV. Complete the required information on the Order and save it. This order is now visible in the Oracle CLM Purchasing Buyer Work Center.
The Ordering Constraints fields in the IDV header region enable you to perform various validations for the order referencing the IDV. Some of the validations are:
The order referencing an IDV should be created on a date that is equal to or greater than the Order Start Date at the IDV header.
The order referencing an IDV should be created on a date that is equal to or less than the Order End Date at the IDV header.
The profile option PO: Release Creation Tolerance For Expired Blankets, in Days enables you to define the additional days to extend the expiry date of an IDV, using which you can create the orders against the IDV at a date after the Order End Date.
When an order referencing an IDV is created, a check is carried out to see that the total amount of the Orders referencing IDVs do not exceed the Maximum Award Ceiling Amount.
When an order referencing an IDV is created, the system ensures that the the order amount is equal to or more than the Minimum Order Amount, if any has been specified at the referenced IDV. Similarly, the system ensures that the order amount does not exceed the maximum order amount specified against the IDV.
When an order referencing the IDV is created, a check is carried out to see if the order amount is less than or equal to the defined Maximum Order Amount.
When an order referencing an IDV is created, the order total is added to the cumulative total of the IDV. This is checked against the Total Amount Ordered field, to see if the cumulative total exceeds the Total Amount Ordered.
The Ordering Constraints fields in the IDV line region enable you to perform various validations for the order referencing the IDV. Some of the validations are:
The order referencing an IDV should be created on a date that is equal to or greater than the Order Start Date at the IDV line.
The order referencing an IDV should be created on a date that is equal to or less than the Order End Date at the IDV line.
When an order referencing an IDV is created against the IDV line, a check is carried out to ensure that the total amount of all order lines created against the IDV line sum is less than or equal to the defined Maximum Award Ceiling Amount.
When an order referencing an IDV is created against the IDV line, a check is carried out to ensure that the IDV line sum is less than or equal to the defined Maximum Order Amount.
When an order referencing an IDV is created against the IDV line, a check is carried out to ensure that the order line's total amount is less than or equal to the defined Maximum Per-Order Amount.
When an order referencing an IDV is created against the IDV line, a check is carried out to ensure that the order line's total amount is greater than or equal to the defined Minimum Per-Order Amount.
When an order referencing an IDV is created against the IDV line, a check is carried out to ensure that the order line's quantity is less than or equal to the defined Maximum Per-Order Quantity.
When an order referencing an IDV is created against the IDV line, a check is carried out to ensure that the order line's total quantity is greater than or equal to the defined Minimum Per-Order Quantity.
When an order referencing an IDV is created, the order total is added to the cumulative total of the IDV. This is checked against the Total Amount Ordered field, to see if the cumulative total exceeds the Total Amount Ordered.
When an order referencing an IDV is created, the total order quantity is added to the cumulative total of the IDV. This is checked against the Total Quantity Ordered field, to see if the cumulative quantity total exceeds the Total Quantity Ordered.