A Contract Modification may be issued for any reason following an Award/IDV. Usually the rationale includes a needed change to the requirements/deliverables or Terms and Conditions of the Award/IDV. Alternatively, it may be issued to execute an Option line on an Award/IDV, or to increase incremental funding on a line or sub-line or increase/decrease the scope of work. Modifications may also be issued to make Administrative changes to an Award, such as effecting a change to an address of one of the Government parties to the contract, or to revise a named point of contact in a Procurement office. In all cases the Modification is a separate document, sometimes with specific Terms and Conditions that apply to that Modification, and with a separate approval process and sometimes requiring the signatures of both the Procurement office as well as the supplier while other times being issued without requiring the signature of the supplier. Once approved and signed as required, the Modification becomes part of the Award/IDV.
From Buyer Work Center, using the Awards and IDVs pages, click the Modifications sub-tab to see the modifications with various statuses. The Awards Modifications or IDVs Modifications pages display the modifications based on the default view – Draft Modifications. The Views region enables you to see all the modifications to which you have access. For example, to see your Draft Modifications, or their Approved Modifications, you need to select the appropriate view. You can personalize the views as well. Views are predefined searches for modifications. To use a view, select the view from the View list and click Go.
Use the following predefined views to search for modifications:
Approved Modifications - This view displays modifications that have a status of Approved.
Draft Modifications - This view displays awards that have a status of Draft.
In Process Modifications - This view displays all modifications that are in the process of approval.
Modifications Pending Supplier Signature - This view displays modifications that require supplier signature.
Rejected Modifications - This view displays modifications that have been rejected during the approval process.
Withdrawn Modifications - This view displays modifications that have been withdrawn during the modification lifecycle and are not going to be synced with the award/IDV.
Personalized Views - You can create your own specialized views that displays only those modifications in which you are interested. Click Personalize and the Personalize View page that displays enables you to create new views or modify existing ones.
Click Search to find any modifications that may not be listed in the search results region. The default search criteria are: Modification, Award / IDV, Supplier, Description; however you can add other search criteria by selecting a search field from the Add Another LOV. You can also personalize the search and convert it into a saved view.
You can enter partial field values as your search criteria. The system shows you search results that matches the partial search criteria. For example, enter "PST" in the Modification field. Every modification with a number that starts with "PST" is displayed in the search results.
The Total Change in Fund Value column shows the changes in the fund value of the modification. This column is not displayed by default, but it may be displayed using personalization.
Some of the fields that you can use as search criteria using the Add Another LOV are: Operating Unit, Modification Number, Modification Effective Date, Modification Amount, Modification Status, Modification Issuing Office, Modification Administrative Office, Order Number, Supplier Name, Buyer, Cancelation Indicator, Document Style.
Depending on the record you select, the values in the Actions list change. For example, for a draft modifications you can perform the following actions: Check Funds, View Conformed PDF with Applied Changes, Delete, Sync, and Update. With Approved and Merged Modifications, you can perform the following actions: View Action History, View Base Document, View Change Summary, View Description, View Modification PDF, and View Point-In-Time PDF. See Printing Supplier Name Attributes in the PDF Output of Standard Forms for information about supplier name and attributes in the PDF output.
As a user, you can specify the office address and contracts that you want to default on the Address and Supplier Details page. Using the options on the Preferences page, select values for the different office addresses and contacts. This enables you to save on data-entry time and effort, because the office addresses and contacts values that you specify in the Preferences page default on each document you create.
Click the Preferences link located at the top of the page to view and edit the default values that will appear on the modification. The CLM Preferences (Office and Contacts defaults) link opens a region that enables you to select the Location and Contact for an Office Type (COR Office, Payment Office, Issuing Office and so on). The selected master data defaults on the modification in the Address and Supplier Details tab. You can change the values of the defaulted data on the specific modification. This data on the modification is retained, even if the preference settings change at a later point of time.
The ways in which you can create modifications are as follows:
In Buyer Work Center, select an approved Award and open it. You can use the list search to filter the data. From the Awards View page - Select the Create Modification action in the Select Award LOV in the View region and click Go. The Modification page displays with the header tab highlighted.
If the view you have selected is My Approved Awards, the Actions LOV displays the Create Modification action. Select an Award using the Select radio button and then select the Create Modification action and click Go. The Modification page displays with the header tab highlighted.
In Buyer Work Center, select an approved IDV and open it. You can use the list search to filter the data. From the IDVs View page - Select the Create Modification action in the Select IDV LOV in the View region and click Go. The Modification page displays with the header tab highlighted.
If the view you have selected is My Approved IDVs, the Actions LOV displays the Create Modification action. Select an IDV and then select the Create Modification action and click Go. The Modification page displays with the header tab highlighted.
Users who create the Modification should have a Buyer role in the system, otherwise they cannot create a modification.
A modification with a status of Draft is be created for that Award or IDV. The field values of the Award or IDV are also displayed in the Modification. For example, if the IDV has a value in the Set Aside Status field, the same value is displayed in the Modification document and is available for editing.
Note: You can create modifications for awards or IDVs that have a status of Approved.
For an award or IDV, there can be more than one active modification at a given point of time.
See also: Creating and Using Post Award Requests.
Modifying Complex Work Orders
You can create a modification for a complex work order in the same way you would for an award or an IDV. However, note the following rules for a modification of a complex work order:
Information lines do not have pay items.
Option lines (both exercised and unexercised) can have pay items.
The advance amount cannot be more than the funded amount.
Requisition Amendments and Modifications
Using the Requisitions > Amendments sub-tab in Buyer Work Center, you can implement a purchase requisition amendment. During this process, the changes to the header and line details have to be manually updated in the corresponding award or solicitation. However, newly added info funded SLINs or new distributions are automatically updated in the corresponding award or solicitation. All other changes (including other SLINs and existing distributions) do not get automatically updated during the Review and Implement process.
If the amendment line you are accessing is part of a draft modification, an error message is displayed. If the amendment line you are accessing is part of a modification that is undergoing approval, the amendment cannot be accepted until the modification gets approved.
Attachments in Modifications
When a modification is created for an award or IDV with attachments, the modification document needs to be saved first, and then any changes to the attachments can be carried out.
Related Topics
Global Updates on a Modification
Update FPDS-NG Reporting Information action
Every modification has a header tab, using which all the general information about the modification can be entered. Some of the fields in the main region of the header tab are:
Award or IDV: This is the number of the Award or IDV for which the modification is being created. The Award or IDV number follows the numbering structure that is set up in CLM.
Modification Number: The Modification Number field is generated automatically; it follows the same structure of the Award or IDV and has a serial number concatenated to it. For example, if the Award or IDV number is MAS128-10-C-1234, the Modification number is MAS128-10-C-1234-C0001 for a draft modification. The modification number is MAS128-10-C-1234-0001 for an approved modification. You can update this number by clicking the Edit Document Number link below the Modification Number. This opens a popup that enables you to modify the number.
Modification Effective Date: This is the date that the modification is effective and is editable till the modification is submitted for approval. This date can be in the past, current date or in the future. This is a mandatory field for the modification to be created.
Modification Signed Date: This date is populated when the buyer finally signs the document and this date cannot be updated.
Contracting Officer: Select a Contracting Officer's name from the search LOV, if a name is not already defaulted from the Preferences page.
Buyer: Select a buyer name from the search LOV, to change the defaulted value
Bilateral Indicator: This is an indicator stating that the award or IDV is bilateral, that is, both the government and vendor parties must sign before the award or IDV is considered legally binding. If the award or IDV is selected as bilateral, then there must be a record of having received vendor signature or acknowledgment of the award before finally approving it in CLM. If the award or IDV is listed as bilateral, then the vendor signatory information must be completed before finally approving it in CLM. The supplier contact details need to be provided in case the signature is bilateral. The predefined values for this field are None, Proxy Signature and Signature.
Number of Signed Copies: If the supplier is required to sign the modification, this free-text field indicates the number of (hard copy) copies to return to the contracting office.
Cancelation / Termination Indicator: This LOV indicates if the modification is to be canceled for a reason. The following reasons may be selected for canceling a modification:
No Cost Cancel: this is applicable for Awards and IDVs and can be performed at the header level only. No Cost Cancel is allowed on a modification only if there is no receiving or invoicing carried out on the order
Terminated for cause
Terminated for convenience
Terminated for default
Control Type: Select Contingency Contract or Obligation Document or none from this list of values. If you select Contingency Contract to indicate that this modification is created for contingency / emergency situations, some of the data is prefilled for you and some document submission check validations are also bypassed to speed up the processing of this modification.
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 modification for approval, the system does not prompt you to report the modification to FPDS-NG. The modification is approved with warnings so that contracting professionals can expedite the process of procuring goods / services from suppliers.
Undefinitized: The value of this read-only field is No by default. The value of this field is changed to Yes when you:
Create a new line and select the Undefinitize action for it
Perform Undefinitize Action on an existing definitized line
Add some more undefinitized scope to an existing undefinitized line
The value of this field is No when you:
Perform a Definitize action on one or more existing lines
Add new lines with a Definitized status
Perform any other action currently allowable in modification documents
Changed Undefinitized Amount: This read-only field is calculated by the system when:
Undefinitized scope is added to a line, the Undefinitized Amount is added to this field
One or more undefinitized lines are definitized via the modification, then the Undefinitized Amount is subtracted from this field
To view requisitions that have been added in this modification, select View Requisitions from the Actions list. The Requisition Summary page opens. This page does not show previously created lines in the base award or in other modifications.
The Modification Justification region consists of the following fields:
Justification: This field enables you to select a short justification for the changes made in the modification. The more extensive description of changes is found in the system-generated description that gets printed in continuation pages after the SF30 face page. This field gets printed in SF30.
Modification Authority: Select from the four available options representing fields in SF30:
This change order is issued pursuant to:
This modification is issued to reflect admin changes pursuant to FAR43.103(b)
This supplemental agreement is entered into pursuant to the authority of:
Other Authority:
Authority Text: This is a free text that populates the appropriate part of SF30, it could cite a FAR section or clause in the original award giving the contracting officer the authority to modify the award, or it could read as follows: Mutual Agreement of the Parties.
The IDV Agreement Details region consists of agreement-specific information. The IDV Type, Supplier, Supplier Site, and other information is displayed here. The Umbrella Program LOV is also displayed here. The value of the Umbrella Program defaults from the IDV, however it may be changed if required.
Apart from the above regions, the header contains other regions that are relevant to the award or IDV.
See also: Attachments region.
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 Guarantees
Performance Payments
Private Financing without Government Guarantees
Progress Payments
Unusual Contract Financing
Payment Instruction: Select one of the following values from the Payment Instruction LOV:
Sequential ACRN order
Contracting Officer Specified
By Fiscal Year
By Cancelation Date
By Proration
<Blank>
Payment Instructions can be updated in the award modfication, funds uttilization changes will come into effect with the modification document and there will not be retrospective effects.
For more information on Payment Instruction, refer to the Awards chapter, Payment Instruction section.
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 Address and Supplier Details tab enables you to select Office Types, Locations and Contacts that need to be associated to the modification. This information will often default from the user preferences or previous documents in the process, and can be changed / updated by you any time prior to approval. When the modification is approved, this data may not be changed / updated, except through another modification. Even if the master data changes over a period of time, the data that is stored as part of the modification does not change. For example, an Issuing Office location is changed after 2 years after the approval of a modification. The value of the fields in the modification which used that office location will not change to the new office location value, it will retain the original location values which existed at the time of approving the modification.
Each address row consists of the following information: Address Details, Address Type, Location Address Code and Contact.
Issuing Office: The Issuing Office is responsible for completing the award / IDV. The Issuing office is also often used as a reporting field to aggregate spending or contract actions, workload, and so on across organizations. Changing the Issuing Office from the original award / IDV changes the value for the conformed award / IDV. On a Modification there is Modification Issuing Office field that indicates the contracting office that is creating the Modification document. The Modification Issuing Office is specific to the modification only and does not affect the Issuing office for the overall award / IDV. The address detail elements of the Issuing office are: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, Country. You can enter a default Issuing office that will populate the award / IDV upon creation but can be changed later.
Enter the Contact details for the Issuing Officer - the name of the individual responsible for the contracting action. This field prints on each standard form in the Printed Name block next to the signature block depending on the form selected. The Contact details are: Name, Title, Phone Number, Email Address.
Modification Issuing Office: This is the office responsible for completing the modification. Each modification can have a separate Issuing Office that may be different from the Issuing Office for the award/IDV.
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 / IDV, 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 / IDV upon creation but can be changed later. The COR address details remain as is, when the award / IDV 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 / IDV. The address detail elements of the Requesting Office are: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, and Country. The Requesting Office details are defaulted from the purchase requisition (or solicitation). The address details are retained as is, when the award / IDV or modification is finalized.
Note: When creating an award / IDV with a reference to a purchase requisition, if there are lines from different requisitions, then the Requesting Office address from the earliest created requisition is used.
Requesting Office Contact Name field enables you to enter the Contact details for the Requesting Office. The Contact details are: Name, Telephone Number, Email address.
Property Administration Office: The Property Administration Office is responsible for maintaining and tracking any government property that may be acquired or used as part of the resulting contract.
When the solicitation or award / IDV is created, the buyer checks if the line item uses government property or acquires government property, and if required, selects the appropriate property administration office and contact.
The address detail elements of the Property Administration Office are: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, and Country.
A default Property Administration Office value populated the field, however this information can be changed anytime prior to the approval of the award / IDV. Post approval, this information can be changed via a modification.
Administration Office: This office is responsible for making changes to the award / IDV (via modifications, additions to the contract file, 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 / IDV (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 / IDV.
Administration Contact Name field enables you to enter the Contact details for the Administration Office. The Contact details are: Name, Telephone Number, Email address.
Modification Administration Office: This is the office responsible for making changes to the modification and monitoring it's progress. This Modification Administration Office may differ from the Administration Office of the Award/IDV.
Small Business Administration Office: The Small Business Administration Office is responsible for coordinating and reviewing plans for setting aside procurements for small businesses and similar groups.
At the time of award / IDV creation, the buyer decides if the award / IDV has a small business implication and if so, the buyer selects the appropriate small business administration office and contact.
The address detail elements of the Small Business Administration Office are: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, and Country.
A default Small Business Administration Office value is populate in the field, however this information can be changed anytime prior to the approval of the award / IDV. Post approval, this information can be changed via a modification.
Small Business Administration Contact Name field enables you to enter the Contact details for the Small Business Administration Office. The Contact details are: Name, Telephone Number, Email address.
Payment Office: The Payment Office is responsible for disbursing the payment to the vendor.
Depending upon the organizational structure and responsibilities of the agency, there may be central management of payments for an organization or several organizations within a larger organization. For example, DFAS centrally manages most all payments on DoD contracts.
The address detail elements of the Payment Office are: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, and Country.
A default Payment Office value is populated in the field, however this information can be changed anytime prior to the approval of the award. Post approval, this information can be changed via a modification.
Payment Contact Name field enables you to enter the Contact details for the Payment Office. The Contact details are: Name, Telephone Number, Email address.
Invoice Office: The office responsible for collecting invoices against this award. The address where invoices are to be received is often different from the issuing or payment office.
The address detail elements of the Invoice Office are: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, and Country.
A default Invoice Office value populates the field, however this information can be changed anytime prior to the approval of the award.
The Invoice Contact Name field enables you to enter the Contact details for the Invoice Office. The Contact details are: Name, Telephone Number, Email address.
As part of modifying the IDV or award, you can either create a new line or edit an existing line. You cannot delete a line that has defaulted from an award or IDV. If you do not want to perform any transactions or actions for that line, you can use the Cancelation Indicator to indicate to the supplier that you will not be performing any further transactions for the line. However the line quantities or services may be received. The Cancelation Indicator for the line has the following values:
No Cost Cancel
Terminated for cause
Terminated for default
Terminated for convenience
If any award lines have changes to them in the base award, those lines have an indicator icon in their rows. This helps you to identify the changed lines, and update them as required.
If you create a new line, the new line is the last in sequence of lines. A CLIN is created by default and you can add SLINs to it and thus create a CLIN/SLIN structure.
Every modification line is automatically numbered, you cannot change the numbering of an existing line, however you can change the numbering of a newly-added line. The Contract Line (CLIN) and Sub-line (SLIN) structure is used in all CLM documents. A Contract Line records information about the item(s) or service(s) to be procured in the contract with or without the pricing details. Thus, a Contract Line (CLIN) can be a priced line or an informational line. Similarly, Sub-Lines, which are used to record additional information about the CLIN, can be priced sub-lines or informational sub-lines.
CLIN numbers are always 4 digit numeric values that fall in the range 0001-9999. Duplicate numbers are not supported by the system and an error message displays if a duplicate number is found.
SLINS are Sub-lines that use a 6-character numbering format – numeric or alphanumeric. The first 4 digits of the SLINs are populated with the parent CLIN number. The next 2 digits are automatically generated, based on whether the SLIN is a Priced sub-line or an Informational sub-line. SLIN numbers cannot be updated by users.
If the SLIN is Informational, the last 2 digits are always numeric values in the range 01-99.
If the SLIN is Priced, the last 2 digits are always 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.
For more information on exhibits and CDRLs, refer to the section ELINs and CDRLs in the Awards chapter in this guide.
Specify the Line Type using the Type LOV. Lines are usually Quantity Based (for items/supplies) or Amount Based (for services). Depending on the Line Type that is selected, the Item/Job field is enabled (for Quantity Based types) or disabled (for Amount Based types). If the item or service exists in Inventory, iProcurement store or catalog, then the Description and Category field values are defaulted. For Amount based lines, the pricing related fields are entered in the Pricing Details popup and the final computed amount is stored for that line.
Select from the available Contract Types in the Contract Type LOV. Based on the Contract Type selected, a pricing calculation takes place and the item/service is priced on the line.
Enter a Quantity in the Qty field and a Unit of Measure in the Unit field. The Previous Qty field is read-only, however you can update the Change and the Qty fields. If you update the value of the Change field from 0 to 2, and the Previous Qty has a value of 10, the Qty field displays a final value of 12. Any changes in the quantity will automatically affect the calculation of the total amount of the line.
The Amount field gets calculated based on the formula of the Contract Type field, Unit Price, the Quantity and Unit of Measure.
For more details on the various Contract Types and their formulas, refer to the Appendix – Common CLM Functionality.
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. For more information on Options, refer to the Appendix – Common CLM Functionality.
You can also perform actions such as Update and Duplicate for each line. The Duplicate action makes a copy of the line and places it below the original line. The Update action enables you to view the Update Line page and enter/edit additional line information. The Delete action is applicable only to new lines that you create in the modification, you cannot delete lines that have been defaulted from an award or IDV. If you are deleting a CLIN that has SLINs associated to it, the entire CLIN/SLIN structure is deleted. If you delete a SLIN only, the SLINs below it move up one level in the structure for that CLIN/SLIN hierarchy.
You can adjust funds in one modification (from one line to another) without losing reference to the backing Purchase Requisition, if your administrator has configured CLM Controls to select the Release Funds to Backing Requisition check box.
You can also perform other actions such as View Post Award Requests, View Change Summary, Unlink Requisition, Revert, Payment Instruction Sequence, Notify, Link to Request Lines, Global Update, Copy, Convert Funding to Info SLINs, and View Requisitions. Use the View Requisitions action to display the Requisition Summary page. This page shows you all the requisition lines that have been added in this specific modification, and not previously created lines in the base award or other modifications. Use the View Award Changes action (in modifications with any status) to view the changes that happened in an award. Select this action to open the View Change Details for Award page, that displays the changes in the base award at the header, lines, schedules, and distribution levels. The Draft Modifications check box enables you to view changes to the draft modifications.
To unlink the linked requisitions for an award line, shipment, or distribution and create another link for the award line against another requisition document, select Unlink Requisition from the Actions list. This action is available only for CLM modification documents, for distributions that have not been received or billed.
Select at least one line from the table. If you select more than one line simultaneously, then the linked PR lines will be unlinked from all selected lines. Encumbrance is enabled at the operating unit for the award document, and the amount that is unreserved is only to the extent of the funds from the PR distributions that are used by the unlinked award line. For more information on unlinking in Modifications, see: Distributions (for Award Modifications only).
When you unlink requisitions on a modification document, the unlinked distributions are no longer displayed in the modification document. After you merge the modification document with the award, the unlinked distributions are not available in the award document. Until you merge the modified document with the award document, the application automatically applies a full lock on all the distributions, and these distributions are not available when another modification is created for the award document.
The Unlink Requisitions action is available from the Modifications – Lines page, the Modifications – Schedules page, and the Modifications – Distributions page. The Unlink Requisition action is not available on distributions that are already received or billed.
Using Document Builder, you can add a new requisition line to a modification: In Buyer Work Center, navigate to the Requisitions tab to Demand Workbench and select a new requisition line. Add the new line to the modification.
The first region in the Update Lines page defaults the information for the line. In addition, the pricing details are displayed, such as Contract Type, Cost Constraint, Quantity, Unit, Unit Price, Total Amount. The formula for calculating the Total Amount is also displayed in this region.
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.
To associate a base line to your option line, select a Option Base Line from the LOV. The option line may or may not be associated with a base line.
Option Number is a system generated number and is non-updateable.
Option Dates are mandatory fields.
The Exercised check box enables you to exercise an option line.
The Exercised Date field enables you to enter the date on which you exercised the option. For more information on exercising options, refer to the section below - Exercising an Option Line.
This region also contains the quantity calculation for your supplies/services. The Previous Quantity field is read-only (that is, non-updateable), and you can either update the Change in Quantity or the Quantity fields. For example, if you enter a final value of 15 in the Quantity field, and the Previous Quantity is 10, the Change in Quantity will be automatically calculated to display 5 as the change in value. You can also enter a value in the Change in Quantity field, and the final Quantity will be automatically calculated. Any changes in the quantity will automatically affect the calculation of the total amount of the line.
In addition, you can change the Unit of Measure for the line quantity by selecting a value from the Unit list of values. For example, if you entered a final value of 20 10Pack (where 10Pack is the unit of measure) in the Quantity field and the Previous Quantity is 10 Each (where Each is the unit of measure), the Change in Quantity field will display 10. The new value for Unit is 10Pack and the calculation of the extended price will be Quantity * Unit Price. You need to modify the Unit Price to reflect the change in the unit of measure. Thus the Unit Price now reflects the price for a 10Pack and not for Each. The Unit Price field displays the new price followed by the Unit of Measure. The change in UOM fields will default the price applicable to that item in terms of changed UOM, therefore the user has to modify the Quantity. The change in Qty fields will be display-only only if previous UOM and Changed UOM are same. If the they are not the same, then Change in Qty fileds will show up as blank. Note that the Unit of Measure can be changed in the modification only if the receipt or Accounts Payable invoice is not created for that line.
For more information on the Inspection and Acceptance Information region, refer to the Award Lines section in the Awards chapter.
For existing lines, the Need-By Date and Period of Performance Dates will not be calculated, and you can enter values for the Need-By Date and Promised Date manually. However, the Need-By Date and Period of Performance Dates are updateable in the newly added lines of the modification. For more information, refer to the Lines and Schedules sections in the Awards chapter.
For more information on delivery event, refer to the Lines and Schedules sections in the Awards chapter.
Refer to the section Award Lines in the Awards chapter to learn how to undefinitize a line.
Definitizing a Line
Using the Actions list of values, select the Definitize action in order to definitize outstanding Undefinitized Contract Actions for the line. The Definitized Details region displays. Click Add Actions to select and add one or more outstanding Undefinitized Contract Actions. For an amount based lines, the maximum allowable change in the pricing value as a result of definitization action is the sum of the Not to Exceed Amounts of the selected Undefinitized Contract Actions. For quantity based lines, the maximum allowable change in line total as a result of definitization action is the difference between sum of Not to Exceed Amounts and sum of Undefinitized Amounts of the selected Undefinitized Contract Actions. However, you can still go ahead and change the value of the pricing attributes in case of amount based line and line total in case of quantity based line, such that the actual change is more than the maximum allowable change. In case you select all the outstanding Undefinitized Contract Actions for definitization, the value of Undefinitized would change to No, otherwise the value would remain unchanged as Yes. In case an outstanding Undefinitized Contract Action has already been selected for definitization in a modification, the same will not be available for definitization in any subsequent concurrent modifications.
In case you want to definitize a description based Undefinitized Contract Action, it is mandatory for you to enter value in Definitization Description column. The same is optional for amount based Undefinitized Contract Action. Also, if receiving and/or invoicing has already taken place for a quantity based line prior to definitization, you will not be able to change the Unit Price for such lines during the definitization process, or even otherwise.
Adding Undefinitizing scope to an Undefinitized Line
Select the action Undefinitize from the Action LOV and the Undefinitized indicator changes to Yes. Additionally, the Undefinitized Details region displays with the following fields and you can add the undefinitizing scope to the undefinitized line:
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, and Planned Definitization Date.
When you perform a Description Based Undefinitization, you need to enter data in the following fields: Planned Definitization Date and 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.
You may or may not change the Contract Type and/or Cost Constraint on the modification CLIN/SLIN. You can change the pricing attributes such as Line Type, Unit Price, Unit of Measure and Quantity in addition to changing the Contract Type and/or Cost Constraint.
You can create a new priced CLIN/SLIN in the modification and then update it (while it still has a status of Draft), if required, by changing the Contract Type and / or Cost Constraint or any of the pricing attributes. If the Line Type is Quantity Based or Amount Based, the Line Details page displays the Pricing Details link. Clicking the Pricing Details link displays the Pricing Details popup. Enter any changes to the pricing attribute values, and the application calculates the final Total Amount.
You can update priced CLIN/SLIN in the modification, if required, by changing the Contract Type and / or Cost Constraint or any of the pricing attributes. If the Line Type is Quantity Based or Amount Based, the Line Details page displays the Pricing Details link. Clicking the Pricing Details link displays the Pricing Details popup. Enter any changes to the pricing attribute values and the application calculates the final Total Amount.
When the modification is submitted for approval, the lines with a total price of 0 (zero) are considered Null and are validated as such by the system. Thus, it is possible to enter and save a CLIN/SLIN with a total price of 0.
The Approver can update the Contract Type and Cost Constraint and the related pricing elements / attributes during the approval process. If the Approver changes the Contract Type and Cost Constraint, the updated Contract Type and Cost Constraint values are displayed in the line.
The Approval notification displays the Contract Type. The approver can view the cost constraint and the associated pricing attributes by clicking on the attachment in the notification.
When the award is approved, the contract type and cost constraint along with the related pricing elements / attributes cannot be updated in any way. If any of these fields need to be changed, another modification document needs to be created.
For more information on creating default distributions, refer to the section Distributions in the Awards chapter.
For more information on linking requisition lines to lines / schedules, refer to the section Linking Requisition Lines in the Awards chapter.
The Distributions tab enables you to enter or update the funded information for the shipment. On partially funded shipments, the modification displays the partial funded amount in the Funded Value field. However, on new shipments, the funded value defaults to the total amount. However this can be modified by you and the funded value may be 0 or less than the shipment amount. The Partial Funded check box is selected to indicate that the funded value is less than the shipment amount. The following funding-related fields are in the Distributions tab to capture the funding information:
Partial Funded Flag – indicates if a shipment is partially funded or not. If the Partial Funded check box is selected, the Funded Value field is enabled. If the Partial Funded check box is not selected, the Funded Value field is not enabled. By default, this check box is unselected and the Funded Value gets defaulted with total shipment amount. However, you can fully fund the document even when the Partial Funded flag is checked. If the Partial Funded flag is unselected, and the Funded Value is less than the shipment amount , an error message displays.
Funded Value – enter and save the Funded Value for each distribution in functional currency. Funded Value is an updateable field, provided the Partial Funded check box is not selected. The Funded Value cannot be greater than the shipment amount for a distribution. Funded value cannot be negative. In case you do enter a Funded Value that is greater than the total shipment amount or a negative amount, an error message displays.
Quantity Funded – Quantity funded for each distribution and displayed only for Quantity Based lines. The Quantity Funded field is not updateable and is calculated by the system based on the Funded Value. The value of the Quantity Ordered is defaulted to the Quantity Funded field. Quantity Funded gets overwritten if you modify the Funded Value.
Amount Funded – Amount funded in document currency for Amount Based lines only. The Amount Funded field is not updateable and is calculated by the system based on the Funded Value. The value of the Amount Ordered field is defaulted to the Amount Funded field. Amount Funded gets overwritten if you modify the Funded Value.
The Functional Currency code is displayed along with the Funded Value field. The sum of the Funded Value fields of the distributions is displayed at the purchase request line level. Similarly the sum of the Funded Value fields is displayed at the header level.
You may not modify / change the Accounts on the existing Distributions on the PO Modifications page.
None of the Account derivation attributes are available for Modification. If you want to modify the accounts on a distribution, you have to update the funded value on the Distribution to 0 (zero) and then create a new Distribution with the new accounts.
Even if the funding related fields are not updated, the total line value cannot be less than the Funded Value, that is, the Funded Value cannot be greater than the total line value.
Funds are locked on the original conformed award when the modification is being approved or merged.
You can check the availability of the funds while creating the modification by selecting the Check Funds action in the Actions LOV in the header and lines pages.
Funds are not reserved or liquidated at the time of modification creation. Every modification needs to be reserved just before approval. It is only during approval that funds are reserved. When the encumbrance action is successful, the modification gets approved. Liquidation/Reservation of the funds takes place when approving the modification.
When the Partial Funded check box is selected, the Encumbrance is created for the incremental or decreased funded value while approving the modification. Funds are encumbered in a period as per the GL Date entered while creating the modification.
When the document is approved, the Encumbered Amount on the distribution should be updated with the Funded Value and encumbered flag is set to Yes. However, Distributions that are marked with Prevent Encumbrance flag with a value of Yes are not considered for Encumbrance actions.
Apart from adding option lines to existing CLINs/SLINs, you can also exercise an option line, that is, convert an option line into a line whose supplies/services can be received in the present time if the funds are available. You can exercise an option line by selecting the Exercised check box and entering a date in the Exercised Date field. The line that is being exercised may or may not be funded. For more information on funding, refer to the Funding section in the appendix – Common CLM Functionality and the Funding section in this chapter.
When you select the Exercised check box, the Exercised Date defaults to the system date. This is an updateable field. The Exercised Date is a date that should be between the Option From Date and Option To Date.
On a modification, you may or may not choose to exercise the option line. If you do not choose to exercise the option, the Exercised check box is not selected, and the Exercised Date field is not entered.
Alternatively, you can create a modification to exercise the option and also enter the funding information for the same line for the Distributions tab (for Awards only – IDVs are not funded).
Therefore, you can create a modification to exercise as well as fund the option line.
When you exercise an option line via a Modification, a notification is sent to the buyer, providing the details of the exercised option line.
After the option line is exercised and funded (not necessarily fully), CLM ensures that Receiving takes place only for the amount that is funded. Therefore, if the option line is not exercised and funded, then any further transactions such as receiving and invoicing are not allowed.
In the case of IDVs, the option line can only be released after it is exercised.
Copy Lines action
The Copy Lines : Specify Copying Options page enables you to copy CLIN/SLIN structures 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 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, you can specify that the 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.
Unlink Requisition Action
If you link a post award request line to a modification line in error, you can either delete the modification line, or unlink the post award request line from the modification line. In either situation, the post award request line is available in Demand Workbench after the deletion or unlinking.
To unlink the post award request line from the modification line, select Unlink Requisition from the Actionlist and click Go. A confirmation message appears, informing you that the unlink is successful.
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 fields in this tab enable you to enter information regarding the shipment of the items being procured.
If any award schedules have changes to them in the base award, those schedules have an indicator icon in their rows. This helps you to identify the changed schedules, and update them as required.
Enter schedule details: Schedule, Locations, Organization (Org), Quantity (Qty), Need-By Date, Period of Performance Start Date and Period of Performance End Date. For service lines, period of performance dates is the time period (start and end date) in which the service takes place. A line may not have both a Need-By Date and a Period of Performance Start Date / Period of Performance End Date.
The Previous Qty field is read-only, however, you can update the Change and the Qty fields. For example, if you update the value of the Change field from 0 to 2, and the Previous Qty has a value of 10, the Qty field displays a value of 12. You can update the value of either the Change field or the Qty field to display the new quantity. Any changes in the quantity will automatically affect the calculation of the total amount of the schedule.
To expand the schedule to full page view, click the Actions Update icon.
In the Update Schedule page, the Previous Quantity field is read-only, however, you can update the Change in Quantity and the Quantity fields. For example, if you update the value of the Change in Quantity field from 0 to 5, and the Previous Quantity has a value of 10, the Quantity field displays a value of 15. You can update the value of either the Change in Quantity field or the Quantity field to display the new quantity. Any changes in the quantity will automatically affect the calculation of the total amount of the schedule.
For existing schedules, the Need-By Date and Period of Performance Dates will not be calculated by the system. You need to enter the dates manually. However, Need-By Date and Period of Performance Dates are editable in the newly added schedules of the modification.
To view requisitions that have been added in this modification, select View Requisitions from the Actions list. The Requisition Summary page opens. This page does not show previously created lines in the base award or in other modifications.
Use the View Award Changes action (in modifications with any status) to view the changes that happened in an award. Select this action to open the View Change Details for Award page, that displays the changes in the base award at the header, lines, schedules, and distribution levels. The check box enables you to view changes in modifications that have a status of Draft.
For more information on the Schedules tab, refer to the section Schedules in the Awards chapter.
For more information on delivery events, refer to the Lines and Schedules sections in the Awards chapter.
The Distributions tab incorporates the following funding fields: Non-DoD Funding Indicator, External Account and FMS Case Number.
External Account: This field records the line of accounting that represents the funds from another system. You can enter free text in this field, multiple values are also acceptable, and it can be printed and integrated to an external system.
Non DoD Funding Indicator: This indicator determines if the LOA is provided from the DoD or not. For DoD orders, this information is important for FPDS-NG reporting.
FMS Case Number: Foreign Military Sales (FMS) case number, which is assigned for DoD purchases for FMS. It is used for FPDS-NG reporting and other roll up reporting so the amount of money spent can be tracked.
Agency Accounting Identifier: This field is used to identify the accounting system to which funds belong.
Accounting Classification Reference Number (ACRN): You may not change the existing ACRN value in the modification, if the base award has an existing ACRN value. If you are adding a new distribution to the modification document, the ACRN field needs to be entered, either by the system or manually. Refer to the Awards chapter, Distributions section for more information on populating the ACRN field.
If any award distributions have changes to them in the base award, those distributions have an indicator icon in their rows. This helps you to identify the changed distributions, and update them as required.
The Previous Qty field is read-only, however, you can update the Change and the Qty fields. For example, if you update the value of the Change field from 0 to 2, and the Previous Qty has a value of 10, the Qty field displays a value of 12. You can update the value of either the Change field or the Qty field to display the new quantity. Any changes in the quantity will automatically affect the calculation of the total amount of the distribution.
If you make a change in the Change in Funded Value field, the difference will be recalculated and displayed in the Fund Value field. Alternatively, if you make a change in the Fund Value field, the difference will be recalculated and displayed in the Change in Funded Value field. Correspondingly, the value of the Quantity Funded field is also updated.
To view requisitions that have been added in this modification, select View Requisitions from the Actions list. The Requisition Summary page opens. This page does not show previously created lines in the base award or in other modifications. .
You use the Unlink Requisition action to unlink the linked requisitions for the Award line/shipment/distribution and create another link for the award line against another requisition document. This action is available only if the document is a CLM modification document. You must select at least one line from the table to use the action. If you select more than one line simultaneously, then the linked PR lines will be unlinked from all such selected lines. Encumbrance is enabled at the operating unit for the award document and the amount that is unreserved is only to the extent of the funds from those PR distributions that are used by that award line.
Note: When you perform the Unlink Requisition action on a modification document, then the unlinked distributions are no longer displayed in the modification document and are not available in the award document after merging the modification document with the award. Until you merge the modified document on which you perform the Unlink Requisition action with the award document, the application automatically applies a full lock on all the distributions and these distributions are not available when another modification is created for the award document. The Unlink Requisition action is not available on distributions that are already received or billed. The Unlink Requisitions action is available from the Modifications – Lines, Modifications – Schedules, and Modifications – Distributions pages.
In case you link a requisition to an incorrect or another award line that you did not intend to link to (in the same award), use a single modification document to unlink the requisition first, and then link it to the correct award line that you require.
As an example: You have a requisition for $1000, with $1000 funds remaining. You could create an award with 2 lines. Link the requisition to award line 1 with $600. The award gets approved, and the funds remaining is $400.
If you need to use award line 2 instead for the linking, you can use a single modification document for the correction: create a modification document, unlink the requisition from award line 1, and then link (or relink) the requisition to award line 2, so that the correct line is linked.
To unlink the requisition from the line, navigate to the Distributions tab, select line, and then use the Unlink Requisition action from the Actions drop-down.
When the requisition is unlinked from the line, the total funds remaining is $1000 again for the current modification. (Funds Remaining = Encumbered Amount on requisition, that is, $400 – Unposted Increase in award or modification ($0) + Unposted Unlink Decrease on modification, that is, $600.)
Now, navigate to the Demand Workbench tab, and use the Add to Awards/Modifications action to relink the requisition line to the line you require. In this example, you need to link the requisition to line 2. You could link the line up to the total funds in the requisition, that is, $1000.
If you link line 2 to the requisition using $800, the funds remaining is $200 (Funds Remaining = Encumbered Amount on requisition, that is, $1000 – Unposted increase in award or modification, that is, $800 + Unposted Unlink decrease on modification ($0)).
To expand the distribution to full page view, click the Actions Update icon.
In the Update Distribution page, the Previous Quantity field is read-only, however, you can update the Change in Quantity and the Quantity fields. For example, if you update the value of the Change in Quantity field from 0 to 5, and the Previous Quantity has a value of 10, the Quantity field displays a value of 15. You can update the value of either the Change in Quantity field or the Quantity field to display the new quantity. Any changes in the quantity will automatically affect the calculation of the total amount of the distribution.
In the Update Distribution page, the Encumbrance Date field gets its value from the Encumbrance Date field of the base award. However, in the following situations, the Encumbrance Date field value may be automatically adjusted or validated:
If the distribution is modified with changes being made to the funded amount, the Encumbrance Date will be validated
If a new distribution is added to the modification document, the Encumbrance Date will be validated.
If the funded amount is changed on the distribution of the modification document, the Encumbrance Date will be validated.
If a post award request line is autocreated to a modification, then the post award request details are shown in the Distribution details page.
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.
Use the View Award Changes action (in modifications with any status) to view the changes that happened in an award. Select this action to open the View Change Details for Award page, that displays the changes in the base award at the header, lines, schedules, and distribution levels. The Draft Modifications check box enables you to view changes to the draft modifications.
For more information on the Distributions tab, refer to the section Distributions in the Awards chapter.
The Attachments region enables you to add new attachments, update attachments that belong to the base document (award or IDV), delete attachments that belong to the base document, copy attachments from the base document to the modification document in order to update the attachments.
The Attachments region in the modification document (header, lines or schedules) has the following subblocks:
Copy for Update sub-block: This subblock enables you to view the attachments that belong to the base document. In addition, you can copy the attachment to the modification document so that you can update the attachment and its details. You can also opt to delete the attachment as part of the modifications made to the base document.
New/Updated subblock: This region enables you to perform the following actions:
Add a new attachment by clicking Add Attachment. Refer to the Attachments section in the Awards chapter for more information on adding new attachments. After you add a new attachment, a message displays at the top of the page that the attachment has been added successfully, however, when you commit the modification, the attachment will also get committed.
Update an attachment that belongs to the base document: First, copy the attachment from the Copy for Update subblock by clicking the Copy icon. The attached copy is displayed as a row in the New/Updated subblock. However, if another modification (concurrent modification) is updating the attachment, you are not permitted to update the attachment. An error message displays at the top of the page, informing you that the attachment is being updated by modification <modification number>. Unless the update is completed by the first modification, you cannot use the attachment.
Delete an attachment that belongs to the base document or the modification by clicking the Delete icon either in the Copy for Update subblock (for base document) or the New/Updated subblock (for modification). If you delete the attachment for the base document in the Copy for Update subblock, the attachment details are no longer visible in the Copy for Update subblock. The attachment name appears as a link next to the Marked for Deletion label. However, if another modification (concurrent modification) is updating or deleting the attachment, you are not permitted to delete the attachment. An error message displays at the top of the page, informing you that the attachment is being updated by modification <modification number>. Unless the update is completed by the first modification, you cannot use the attachment.
If you have copied an attachment from the Copy for Update subblock to the New/Updated subblock, and you need to undo the action, then click the Delete icon for that attachment from the New/Updated subblock.
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 an award or IDV Modification. Select more one, multiple, or all lines, schedules or distributions (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, schedules or distributions.
If you want to add a new value to the modification lines such as Customer Project Code or Customer Project Text, enter the value in the Global Update Lines page and click Apply. If you want to update / replace the original field value(s) with a new field value, such as FSC/PSC, select or enter the new field value and click Apply. A message confirming that the update was successful displays in the Update CLM (Award or IDV) Modification page. You can navigate to individual modification lines to verify that the update has taken place for the fields you specified.
Similarly, you can globally update field values for modifications schedules and distributions, wherever applicable.
Globally updated fields are displayed in the system generated description of the modification document. The View Change Summary action also displays the changes that occurred as a result of globally updating the fields.
Note: You cannot blank out any existing values using Global Update. You can only add or update a value
The Cancelation/Termination Indicator in the header details of the award/IDV enables you to terminate or cancel the award or IDV. The values that can be selected are:
No Cost Cancel: This value is applicable for both awards and IDVs. The No Cost Cancel Cancelation Indicator assumes that no Receiving and Invoicing have been done for that award. In case Receiving and Invoicing have been performed for the award, an error message displays, and the user is not allowed to proceed with the cancellation.
Terminated for cause
Terminated for convenience
Terminated for default
The data that is modified is synchronized with the conformed award or IDV. This synchronization can also be done by selecting the Sync action from the Actions LOV. A series of validation checks is carried out to perform the sync.. For example, an approved award has a line with a quantity of 100. A modification is created for the award. During the life of the modification, if you have received or invoiced a quantity of 80, the validation checks ensure that you cannot change the quantity to less than 80. In this way, the modification data is synchronized with the conformed award or IDV.
During the merge of the modification with the conformed award or IDV, the conformed document is updated with the changes made in the modification. A new revision is created for the award or IDV. The updated data is thereafter available on the conformed award or IDV.
Synchronizing and merging take place for a modification during the modification approval process.
Prior to finally approving a modification, the system checks to see if the modification's Bilateral Indicator field indicates whether the modification approval should be done by the buyer and the supplier.
When the value of the Bilateral Indicator field is Signature, the supplier accesses the modification during approval using Oracle iSupplier Portal and signs the document. The signature is recorded in CLM Purchasing module.
When the value of the Bilateral Indicator field is Proxy Signature, the supplier sends the acceptance via hardcopy mail, email or any other means. The buyer signs on behalf of the supplier with the following details - Name, Title and Date Signed.
Number of Signed Copies: If the supplier is required to sign the modification, this free-text field indicates the number of (hard copy) copies to return to the contracting office.
In order to view the DD-2579 document associated with the award modification, IDV with Lines modification, IDV without Lines modification, use the action View Small Business Coordination Record and click Go. This opens the Small Business Coordination Record page where you can see the details of the DD-2579.
In order to update the DD-2579 document associated with the award modification, IDV with Lines modification, IDV without Lines modification, use the action Update Small Business Coordination Record and click Go. This opens the Small Business Coordination Record page where you can edit the details of the DD-2579, provided it is in an editable mode.
If the total value of the modification exceeds the Threshold Amount (specified in the Purchasing Options page > CLM Controls region), a warning message is displayed to the user while submitting the modification. If the status of the Small Business Coordination Record is not Signed while submitting the modification for approval, a warning message is displayed.
Note: A DD-2579 created for a prior modification will remain on that modification. It will not be merged with the conformed document, and it will not be copied over to new modifications.
When a draft modification to which a DD-2579 is associated is being deleted, an error message will be displayed. If you proceed, then the associated Small Business Coordination Record is deleted / canceled based on the status of the DD-2579 document.
Your CLM document (Award, IDV or Modification) has an action called Update FPDS-NG Reporting Information in the Actions LOV (the Actions LOV is available on all the tabs). For example, the tabs in an award are: Header, Addresses and Supplier Details, Lines, Schedules and Distributions. Using the Actions LOV on any of these tabs, you can select the action Update FPDS-NG Reporting Information to open the Edit FPDS-NG Reporting Information page. This page enables you to enter/update/view the reporting details for the CLM document. That is, all the information relevant to FPDS-NG reporting is displayed in this page.
You can also select the action Update FPDS-NG Reporting Information using the Views region in any summary page for any CLM document. Select a CLM document and then select the action 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.
A Contracting Officer is an official with the authority to obligate money for the federal government. The Contracting Officer's duties include issuing solicitations, awards, modifications, and orders, and he/she utilizes the majority of the processes and features within the federal system as well.
A Contracting Officer is also assigned the task of approving and signing awards, IDVs and modifications that are within the warrant amount associated with the Contracting Officer. For example, the Contracting Officer has a Type 1 warrant of $5000, and the Type 1 warrant is associated with an award. This means that the total amount of the award should be $5000 or less, if it needs to be approved by the supplier and the Contracting Officer. If the total amount of the award exceeds $5000, the buyer can assign another Contracting Officer who has the authority to approve and sign for a larger sum of money.
In CLM, a buyer is specified as a Contracting Officer. When a buyer is marked as a Contracting Officer in the system, a warrant is also associated with the Contracting Officer. For more details on setting up warrants, Contracting Officer, associating CLM documents with warrants, 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 predefined Warrant Types in CLM are available as lookup values as:
Type 1
Type 2
Type 3
Type 4
Type 5
The Warrant Types can be defined and set up by individual agencies, according to their particular requirements. Additionally, implementers can enter different Warrant Amounts for each Warrant Type, and again, this differs from agency to agency. Warrant Amounts cannot be negative values.
To ensure that the award or IDV modification amount you submitted for approval is validated against the Warrant Amount, your system administrator needs to enforce warrants by associating a Warrant Type to a CLM document style in the Document Styles page. For example, your Document Style is Award, and the Warrant Type associated with it is Type 1 (The Warrant Type for a modification document is inherited from the base document, that is, Award or IDV). Type 1 has a Warrant Amount of $5000 and is associated with a Contracting Officer. When a Contracting Officer signs a modification document, the warrant defined for that Contracting Officer is validated during the document submission step as well as during the final approval of the document. The warrant amount should be greater than or equal to the sum of the absolute values of the modification line change amounts. For example, if line-0001 is increased by $15000, line-0002 is increased by $2000 and line-0003 is reduced by $3000. Thus the modification document total change amount is $20000. Hence the warrant amount for the Contracting Officer should be at least $20000. Therefore, the system validates if the total amount of the modification exceeds the Warrant Amount that is associated to the Contracting Officer. You cannot proceed further unless you change the total amount of the modification or change the Contracting Officer, so that another Contracting Officer who has greater authority for obligating larger sums of money can be associated with the modification.
Use the Create Modification action to create a modification for an Award or IDV. Note that the warrant level set for the document style from which the modification document (Award-Modification or IDV-Modification) is created is considered for warrant validation. If the document style is not enforced for warrants, then no validation is performed.
Update the required and relevant fields for your modification. When the line information is updated, the changed amount of the line(s) is calculated and validated against the total warrant amount. This implies that the Contracting Officer, who is associated with a warrant, should have the capability to approve a modification with a total change amount that is not greater than the warrant amount. If the warrant amount is less than the total change amount of the modification, then the buyer can assign another Contracting Officer with a higher warrant authority to the modification document.
Only line amount changes are validated not amounts at the schedule or distribution level.
When warrant currency is different from the ledger currency or the document currency, appropriate validations are carried out and you see an error message.
Submit your modification for approval. During document submission, some validations are performed: checks such as the validity of the warrant and Contracting Officer, active status of the warrant, total amount of the CLM document and the total warrant amount, 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 modification is now Pre-Approved or Approved, depending on whether you need the document to be electronically signed by the Contracting Officer or not. The Acknowledgment column in the document Views region displays whether a signature is required. For more information on electronic signatures, refer to the Electronic Signatures section.
In the Modification page, select the Generate Change Description action from the Actions LOV. The Change Description page displays. Select a mode to generate the system description for the modification - Background Mode or Runtime Mode. Runtime Mode is selected by default.
To generate the change description summary document in runtime, select the Runtime Mode radiobutton and click Generate. A message displays, informing you that the Change Description has generated successfully. Click the link to the rtf document to download the change description summary document. Open the rtf file to view and update the change summary if required. Use the Upload Change Description field to perform the upload of the change description summary document from your local computer to the CLM system. Click Browse to find the rtf file on your local computer and to select it. Click Apply to save your change description summary document with the modification document. A selected check box, Text Edited by User, also displays, indicating that you have updated the change description summary document. A selected check box, Text Edited by User, also displays. Note that this check box always remains selected, whether you modify the change description or not.The Mod Updated After Generating Description check box displays as selected when you have made changes to the modification after the change description is generated.
When you select Background Mode and click Generate, a concurrent request is run in the background. A confirmation message displays, telling you the concurrent request ID that has been submitted. Navigate to the Requests > View Requests page to verify if the concurrent request has processed successfully. If the concurrent request has processed successfully, the link to the change description summary document (in rtf format) displays on the Change Description page. Click the link to the change description summary document and save or open the rtf file as per your requirement. You will see a summary of the changes you made as part of the modification.
Edit the text if you need to update any of the changed descriptions. Then use the Change Description page to upload the updated rtf file back to the system. Use the Upload Change Description field to perform the upload of the change description summary document from your local computer to the CLM system. Click Browse to find the rtf file on your local computer and to select it. Click Apply to save your change description summary document with the modification document. A selected check box, Text Edited by User, also displays. Note that this check box always remains selected, whether you modify the change description or not.
This description gets printed as part of the SF30 form generated for modifications.
If you have made identical updates or additions to various lines in the document, the system collates or rolls-up these changes in the change description summary document. For example, you updated the Need-By Date in 4 lines to the same value (that is 01-Jul-2012). The change description summary displays the changed date and mentions the line numbers that were updated.
The consolidated summary is available for all CLINs, SLINs and CLIN-SLIN structures. All the fields are eligible to be collated or rolled-up in a summary, except for the following:
Pricing related fields
Fund Value field
Description fields
Attachment related fields
Constraints (IDVs)
Price Breaks
Solicitation Attribute related fields
Return to the Update Modifications page and select the View Change Description action from the Actions LOV to see the summary of changes. You can download the change summary document rtf by clicking the filename link. If you have updated the modification after generating the change description, the read-only check box Mod Updated after Generating Description is shown as selected.
When you complete your modification and are ready to start the approval process, select the Submit button in the Update page using any of the sub-tabs.
The Approvals Workflow along with the Approvals Management Engine (AME) is used to perform the approval cycle. When you select the Submit button, Purchasing performs submission checks to verify that the document is complete and in an appropriate state for the action you chose. Status checks are performed when you take an approval action.
The following fields must be validated and/or populated during the approval process:
Effective date
Signed date
Contracting Officer's Name - final approver's name, differs from Buyer field already on the PO
SAM synchronization date / flag
Total cost with options against the approval level for the user that is completing the final approval
You can approve documents through the Notification Details Web page, accessible through the Notifications Summary menu in Purchasing. The Notifications Summary page lists all the documents awaiting your approval, so that you can manage your pending approval queue and take approval actions. After opening a notification, you can drill down to the document itself, and review it and its action history.
Important: You can modify the document only if Approver Can Modify is enabled for the document type.
Oracle Purchasing performs a submission check on all documents that successfully complete a status check whenever you perform or attempt an approval action. The submission check verifies that all mandatory fields have been entered and that various quantities, amounts, and dates are within prescribed ranges or limits. If your document fails any of the submission check rules, Purchasing automatically brings you to the Approval Errors window where you can review the cause(s) of failure. You can then return to the document entry window to make required corrections.
Oracle Purchasing offers the following document approval actions in the notification: Approve, Approve and Forward, Forward, and Reject. You can also reassign a notification to somebody else.
Prior to finally approving an award, the system checks to see if the award's Bilateral Indicator field indicates whether the award approval should be done by the buyer and the supplier. If the Bilateral Indicator field indicates that the supplier's signature is required, the Vendor Signatory field (Name, Title and Date Signed) are required to be entered. Thus the contracting officer may send the award to the supplier and after receiving the supplier's signature on the printed award, he may update the award header with the Vendor Signatory information. See also: Electronic Signature for a Modification.
On approval, the changed fields on the modification get merged with the original conformed document. Thus the conformed document now contains the modified details and any further changes to it require another modification to be created.
An approver or a fund manager can check funds on a modification approval notification.
As an approver, you receive a modification notification for approval.
To check funds:
Click Edit Document on the notification. The Update CLM Award Modification page appears.
Select the Check Funds action and click Go.
Review the budgetary control information message and click View Results.
Review the Budgetary Control Results report for funding details.
If the value of the profile option Contracting Officer's Electronic Signature Required is set to Yes, then the Contracting Officer will be required to sign an award, IDV or modification document. You can select one of the following values from the Bilateral Indicator LOV:
| Bilateral Indicator value | Document Signed By: |
|---|---|
| None | Contracting Officer |
| Proxy Signature | Buyer (on behalf of the supplier) and Contracting Officer |
| Signature | Supplier and Contracting Officer |
Use the Header tab to specify a Contracting Officer if one is not already defaulted from the Preferences page.
The Purchasing CLM Defaults page in the Preferences link enables you to view the default Contracting Officer. You can override the default values of the Preferences page by entering or selecting the value you want in the CLM document.
When you create a CLM document and need to get supplier acceptance for the modification, you need to ensure that the value of the Bilateral Indicator field (in the header tab) is set to Signature and the number of Signed Copies is greater than zero. This enables electronic signature of the modification by the supplier and the Contracting Officer. After you submit the document for approval, the status of the document displays as Pre-Approved and the 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 modification 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 modification by the Contracting Officer and proxy signature on behalf of the supplier by the buyer. After you have entered the data in the document and submitted it for approval, the status of the document displays In Process and the 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:
Create a modification document and enter the relevant change information at the header, address and supplier, line, schedule and distribution tabs.
The buyer opens the notification and signs on behalf of the supplier. The notification requesting your (buyer's) signature displays in the Open Notifications view in the Notifications Summary. The sender of this notification is the supplier user, on whose behalf the you will be signing.
Enter relevant values in the Response region (for the following fields: Comments, Supplier Contact Name, Supplier Title, Signed Date).
On accepting (user can reject or reassign as well) you need to enter your user name and password in order to complete the proxy signature process.
The status of the CLM document is still Pre-Approved, and the value of the 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 a 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.
You can view the original (base) award on-line, as well as in a PDF format. When an award/IDV is modified, you can still view the original document details as they existed prior to any modifications. The base award/IDV is viewable in a read-only format and you can generate a PDF version of the base document as well. Open a modification and then select the View Base Document option from the Actions LOV. The Actions LOV is available in all the tabs of the modification document. Additionally, you can select the View Base Document option from the Actions LOV in the Views region or the Search page of the modification document.
Buyers and contracting professionals can create draft concurrent modifications from the following pages: Buyer Work Center, Awards/IDVs page and Document Builder.
In Buyer Work Center, if one or more draft modifications exist for the award/IDV, a message is displayed, informing you that there are some modifications already created for the award/IDV. Click Yes to create another new draft modification or No to edit an existing draft modification.
If no draft modifications exist for the award/IDV, the message above does not display.
If multiple lines are selected for performing a global update, and you attempt to update a field value that is locked in one or more lines, then an error message displays for those lines and other lines get updated via global update.
In Document Builder, the action New Modification enables you to create a concurrent modification. Select an approved award and then add the requisition lines that you want to add to the modification document.
Click Search in the Awards > Modifications sub-tab to find any modifications that may not be listed in the search results region. The default search criteria are: Modification, Award, Supplier, Description; however you can add other search criteria by selecting a search field from the Add Another LOV. You can also personalize the search and convert it into a saved view.
You can enter partial field values as your search criteria. The system shows you search results that matches the partial search criteria. For example, enter "PST" in the Modification field. Every modification with a number that starts with "PST" is displayed in the search results.
Some of the fields that you can use as search criteria using the Add Another LOV are: Operating Unit, Effective Date, Status, Order Number, Supplier, Supplier Site, Buyer, Cancelation Indicator, Document Style.
The regions of the modification Header along with the Supplier Details region (Addresses and Supplier Details tab) are grayed out if another user is updating the header level fields via another modification. However, the Main region and the Modification Justification regions are never grayed out because they are specific to the modification document. If you hover your mouse over the lock icon, a tooltip displaying the modification number and the buyer who locked the modification is displayed. You can request the other user to release the lock so that you can update the field values. The Revert button rolls back the changes made by the current user, that is, the changes made in the modification are discarded, and the lock is released. Thereafter another user can update the Header attributes via another modification.
In case of IDVs, the Ceiling Amount is the only field allowed for concurrent update.
For more information on lock types in concurrent modifications, refer to the appendix - Lock Types in Concurrent Modifications.
Each address (code, contact, location) can be concurrently. You can request the other user to release the lock so that you can update the address and supplier details field values. The Revert button rolls back the changes made by the current user, that is, the changes made in the modification are discarded, and the lock is released. Thereafter another user can update the Address and Supplier Details attributes via another modification.
Note: Modification Issuing Office and Modification Administration Office are specific to the modification and are not updated in the conformed document.
As part of the modification updates, you can add new lines or update the field values on existing lines. You can add as many new lines as required, this action does not interfere with other users' actions of adding new lines.
When you add new lines to the modification, the line numbering that takes place automatically increments the last generated line number by 1. If other users are also adding new lines via other modifications, the line number will be last generated line number among the newly created lines on the modification(s) plus 1.
However, when you are updating the field values of an existing line, not all field values are available for updates if another user is updating them. Fields such as Price, UOM and Contract Type are locked fully when another user updates these values. Fields from Schedules (Need-By Date, Promised Date and Location) and Distributions (Requester, Deliver-to location, Project, Task, Expenditure type, Org, Date) are read-only when the modification is being updated.
When some field values are updated by you and another user(s), the system automatically displays a lock icon at that row, indicating that the field cannot be updated by you. Examples of such field values are Price, Qty, and so on. There are two types of locks that are available in concurrent modifications: full locks – where the lock cascades to Schedules and Distributions; partial locks – where the lock does not cascade to other entities and remains at the line level only. If the Schedule/Distribution is being updated by another user via a modification, the full lock does not apply and an error message is displayed.
When the current user updates a field on the modification line, an unlock icon is displayed.
Use the View Concurrent Changes action to see the report of the concurrent changes for the selected line(s).
When creating an IDV modification, the field values and price breaks for IDVs, are locked along with the line. When the line is locked (either partially or fully), all price breaks are implicitly locked.
For more information on lock types in concurrent modifications, refer to the appendix - Lock Types in Concurrent Modifications.
The Shipment level fields displayed at line level are read-only in the modifications for existing line(s). The values defaulted from the award are displayed and are available for update.
Shipment level attributes at line level: Need-by date, Promised date, Location
The Shipment Quantity can be updated concurrently; however it should not be a negative value in the last update. If a negative value is displayed, an error message is shown.
The Distribution level fields displayed at line level are read-only in the modifications for existing line(s). The values defaulted from the award are displayed and are available for update.
Distribution level attributes at line level: Requester, Deliver-to location, Project, Task, Expenditure type, Org, Date.
You can update the Change in Funded Value and Fund Value fields concurrently.
For more information on lock types in concurrent modifications, refer to the appendix - Lock Types in Concurrent Modifications.
The Attachments region enables you to add new attachments, update attachments that belong to the base document (award or IDV), delete attachments that belong to the base document, copy attachments from the base document to the modification document in order to update the attachments.
For more information on copying attachments, refer to the section Copying Attachments in this chapter.
You can perform the following actions/tasks on draft concurrent modifications:
Query Modifications: The Awards/IDVs tabs along with the Modifications sub-tabs have Views and Search capabilities that can be used to query one or more modifications. Personalize your views to see sorted modifications, for example, by buyer, by approval status, buyer's concurrent modifications, and so on.
Delete Modifications: Modifications and their related references can be deleted at any time. References such as any row or entity locked in the modification, notifications referring to this modification, Update Attachment icon and Update Clauses (in Contract Terms) if they are locked because of this modification.
Other Actions: Other actions such as Sync, View Base Document, View Change Description, and View Modification PDF, and so on, that are available for single modifications, are also available for concurrent draft modification as well.
Managing Attachments: If a modification is being updated by another user, you cannot modify or update the existing attachments via another modification, the Update button is disabled; however you can add a new attached file at the header, lines or schedule levels. When the other user has completed approving the modification, you can proceed to update or modify the attachments in the modification at the header, lines or schedule levels.
View Change Summary: Using the Lines tab, Schedules tab or Distributions tab, select the View Change Summary action from the Actions LOV. The View Change Summary page displays, showing you the delta of changes that occurred in all the concurrent modifications created for that award/IDV.
In a situation where one or more users are creating and updating modifications to the same award/IDV, the region that is being updated by a user (e.g.: line, header region, and so on) is grayed out or a lock icon displays at that location. You cannotify the other user (using the action Notify) that the region is not available for update. When the notification is received by the other user, the other user can use the Revert action to undo the changes made by you. This action unlocks the region and it is now available to other users to update via their modifications.
To collaborate with another user and request the other user to update the modification, select the Notify action to inform the other user to do the needful. The other user can also reply to your notification with notes.
The following contract related entities are impacted in concurrent modifications:
Users can add new clauses to the modification at any time.
However, when there are concurrent modifications updating the contract terms, the system allows the update of contract terms via only one modification at a time.
Updating any of the variable values is considered to be an update to the clause that has that variable.
Deliverables can be added through concurrent modifications; but the deliverables available on the base document that is copied to the modification document cannot be updated.
When two users are working concurrently on two draft modifications, and one of the users have updated any one clause, section or run Contract Expert, then the following actions are not available for the other user to update on the other draft modification:
Update Clause
Update Section
Run Contract Expert
If a user opts to perform one of the above actions, a message is displayed, informing the user that there are modifications already updating contract terms or running Contract Expert and to refer to the Manage Concurrent Updates page.
Select alternate: This action is disabled for the current user, because the other draft modification has updated (edit/deleted) the clause.
Update & Delete: These actions are disabled for the current user, because the other draft modification has updated (edit/deleted) the clause. This applies to sections as well.
The Manage Concurrent Updates page is displayed after you select the Manage Concurrent Updates action in the Contract Terms page. Using this page, you can check the status of sections, clauses, Contract Expert for any type of updates that are made as a result of concurrent modifications. You can see the User, Document Type and Document Number that are being updated. You can either notify other users or unlock a locked entity as part of your actions.
Notify: This action is available for use when the entity is being updated on the other modification concurrently. When the user clicks Notify, a notification is displayed, using which the user can collaborate with the other user who has updated the same entity.
Unlock: This action is available for use when the entity has been updated on the current document concurrently. When the user clicks Unlock, the entity is refreshed and the value from the base document is restored (the updates are undone).
The following Contract Details can be updated via concurrent modifications:
Contract Administrator
Legal Contact
Authoring Party (Internal is allowed)
Contract Source (Structured Terms when Authority party is Internal, Attached Documents when Authority party is Supplier or Internal)
New Contract Template
Retain All Clauses and Deliverables
When there are multiple modifications concurrently updating an award/IDV, one of the following scenarios take place:
All Modifications are updated concurrently: each modification is queried, updated and saved. All field values are available for updates.
Modification is deleted: When a draft modification is deleted, the lock on the entities is released, and the field values are now updateable.
Modification is submitted for approval: The submission checks ensure that the individual modifications are validated and are completed when they are submitted for approval. Submission checks also validate if the shipment and distribution quantities are not negative values when submitting for approval. The system also validates if the modification submitted for approval is in sync with the base document, that is, the version of the award/IDV is not revised when the modification was created.
Modification is approved: The updates made in the modification are now merged and updated with the conformed award/IDV. When the conformed award/IDV is updated, the base document is versioned, and the draft modification(s) go out of sync with respect to the base document.
User Action: Sync with Base Document: Every time a modification is approved and the base document is versioned, other draft documents in the system are out of sync with the base document. Therefore it is necessary for the user to sync the documents. For example, three concurrent modifications are created by different users. The first modification is updated and approved and also merged with the conformed base document. The other two modifications are out of sync with the base document. Therefore when you try to update the modifications or submit them for approval, a message is displayed, informing you that the modification is out of sync with the base document. Click Yes to perform the sync with the base document or No to cancel the sync operation. During sync, the latest data from the award/IDV is updated to the modification. If any update has been performed on the modification before the sync action, then the updates (delta changes) are carried over automatically by the system after the sync action.
System initiated sync with base document occurs when you open a modification and update it. A message is displayed, informing you that the modification is out of sync with the base document. Click Yes to perform the sync with the base document or No to cancel the sync operation.
When there are multiple in-process concurrent modifications, the following scenarios can occur:
All Modifications are processed for approval in parallel: Each modification may be routed through AME (Approvals Management Engine), Supplier Signature, and Contracting officer signature processes or flows. If the modification is out of sync for any reason (example: modification updated by the approver), the modification is synced by the system and proceeds for approval.
Modification is rejected: In-process modifications can be rejected during approval process by the system or by the approvers because of funds check failure, sync action failure and so on. Any rejected modification, if it is not in sync with the base document, is synchronized when it is re-submitted.
Modification is approved: The approval checks ensure that individual in-process modifications are validated and completed. The updates made in the modification are now merged and updated with the conformed award/IDV. When the conformed award/IDV is updated, the base document is versioned, and the draft modification(s) go out of sync with respect to the base document.
User Action: Sync with Base Document: Every time a modification is approved and the base document is versioned, other draft documents in the system are out of sync with the base document. Therefore it is necessary for the user to sync the documents. For example, three concurrent modifications are created by different users. The first modification is updated and approved and also merged with the conformed base document. The other two modifications are out of sync with the base document. Therefore when you try to update the modifications or submit them for approval, a message is displayed, informing you that the modification is out of sync with the base document. Click Yes to perform the sync with the base document or No to cancel the sync operation. During sync, the latest data from the award/IDV is updated to the modification. If any update has been performed on the modification before the sync action, then the updates (delta changes) are carried over automatically by the system after the sync action.
System initiated sync with base document occurs when you open a modification and update it. A message is displayed, informing you that the modification is out of sync with the base document. Click Yes to perform the sync with the base document or No to cancel the sync operation.