Use the Distributions tab to enter distribution information for purchase order shipments or to view distributions that Oracle CLM Purchasing has automatically created for you. You can enter multiple distributions per shipment line. Additionally, enter funding information for the line in the Distributions tab.
The value of the profile option PO: Default Distributions can be set to Yes or No. If you have set the value of this profile option to Yes, then when you create an award and add lines / schedules to it, the distributions are automatically created for you. If the value of the profile option is No, then distributions are not automatically created when you create award lines / schedules. The creation of default distributions (or not) applies to stand-alone awards (awards that have been created by users) and not auto-created awards.
The value of the profile option PO: Default Distributions is stored along with the award information. This stored value is not changed even if the value of the profile option is changed at a later point of time. The change in the value of the profile option, therefore, does not affect the award that was created earlier with the original value of the profile option. Only future awards will store the new value of the profile option.
The Create Default Distributions action in the Action LOV at the award document level enables you to tell the system to create distributions for your award lines / schedules. This action is visible and available to use only if the value of the profile option PO: Default Distributions is set to No. The value of the profile option is typically set to No, when the requisitions are used to create the distributions on the awards. If for some reason, there are no backing requisitions for a particular award line(s), then the Create Default Distributions action can be used to default the distributions for the award line.
Select Create Default Distributions from the Actions LOV at the line or schedule tab and click Go. The distributions will be created for those lines / shipments (schedules) where the Distribution Amount (total of existing distributions) is less than the line amount. If there are no existing distributions, then the sum would be zero and the distributions would need to be created for the line/schedule amount.
Note: You can create an award with no distributions; however, you cannot receive goods or services for these award lines. Additionally, you cannot invoice award lines that have no distributions.
Click the Distributions tab to search for a distribution using one of the following search criteria: Supplier, Buyer, Item, Deliver-To Location. You can search by using additional search criteria - select values from the Add Another LOV and click Go.
The Distributions tab incorporates the following funding fields: Non-DoD Funding Indicator, External Account and FMS Case Number. The External Account and the PO Charge Acct fields are mutually exclusive, that is, either one can be displayed on a single accounting line at a time. The user can select to enter the External Account or the PO Charge Acct through the Type selection. Therefore, when the External is selected it displays in place of the PO Charge Acct.
External Account: This field records the line of accounting that represents the funds from another system. Users can enter free text in this field, multiple values are also acceptable, and it can be printed and integrated to an external system.
Non DoD Funding Indicator: This indicator determines if the LOA is provided from the DoD or not. For DoD orders, this information is important for FPDS-NG reporting.
FMS Case Number: Foreign Military Sales (FMS) case number, which is assigned for DoD purchases for FMS. It is used for FPDS-NG reporting and other roll up reporting so the amount of money spent can be tracked.
Agency Accounting Identifier: This field is used to identify the accounting system to which funds belong.
Accounting Classification Reference Number (ACRN): DoD mandates that the system captures a two-character Accounting Classification Reference Number (ACRN) in accordance with DFARS 204.7107. The ACRN provides a means for tracing funds from the accounting system to CLM in a simplified manner. The ACRN value is entered as a field to the distribution for every charge account (Line of Account) for draft awards and modifications. It is the responsibility of the Contract Issuing Office to ensure that the ACRN is specified for each distribution and charge account. The system automatically generates the ACRN when you save the document, using the rules outlined in regulation PGI 204.7107. The ACRN starts with AA, AB, AC etc and continues with A1, B1 after ZZ. You cannot use the characters I and O for ACRNs, these are reserved characters.
You can also manually enter the ACRN on the award or modification, provided you can ensure that each charge account has a unique ACRN. When you enter an ACRN value manually, for a given charge account, the system then assigns the same ACRN value to any other distributions that have the same charge account when you save the distribution. If you change the value of a charge account in the draft award or modification, the associated ACRN is retained if it is validated and found to be relevant. However, if the system determines that the ACRN is not valid, a warning message is displayed, and you can choose to ignore the warning and proceed, or manually correct the ACRN so that it is valid.
When you submit the award or modification for approval, the ACRN field is validated and if the ACRN is not unique across the distributions, an error message is displayed. When the award or modification is approved, the ACRN value cannot be changed During the approval process, approvers can update the ACRN along with other fields of the award.
This field is not editable in a Modification document for the existing distributions. When a new distribution is added, this field is editable for the new distribution.
Note: Whenever the External Account is specified, the PO Charge Account field is not taken into consideration and the External Account field is used to generate the ACRN.
The Regenerate ACRN button tells the system to generate the ACRN across lines, even if you have entered the ACRN manually. If you click Regenerate ACRN, the changes you entered manually in the ACRN field are lost.
The Distribution details page also shows the MIPR-related fields. If your award is autocreated from a MIPR (either MIPR Own or MIPR Others), the following read-only fields display in the distribution and are populated from the MIPR: MIPR Own / MIPR Others (document number), Line, MIPR Reference, Obligating Type, Reimbursable Agreement. These fields are also displayed in award modifications.
When they create purchase requisitions and awards, requesters and buyers do not need to have the total amount of funds available to them. Federal agencies receive funds incrementally (for example: haf-yearly or annually) and requesters and buyers add the funds to their document as the funds are received. Partial / Incremental Funding in CLM enables requesters and buyers to manage incremental funds and add the funds to the purchase requisitions and awards as the funds come in.
Initially, the funded value is the same as the line / shipment / distribution amount in the CLM document. However, you can modify this value and the funded value may be 0 or less than the line / shipment / distribution amount. The Partial Funded checkbox is selected to indicate that the funded value is less than the line / shipment / distribution amount.
The Funded Value cannot be greater than the shipment amount for a distribution. The Funded Value cannot be negative. If you do enter a funded value that is greater than the shipment amount or is a negative value, an error message displays.
Note: The Funded Value is defaulted / entered in the set of books currency.
The Functional Currency code is displayed along with the Funded Value label. The sum of the Funded Value fields of the distributions is displayed at the award line level. Similarly the sum of the Funded Value fields is displayed at the header level. Funds are not reserved or liquidated at the time of CLM document creation. It is only during approval that funds are reserved. When the reserve action is successful, the CLM document gets approved. Liquidation/Reservation of the funds takes place when approving an award or modification. When the Partial Funded checkbox is selected, the Encumbrance is created for the amount equal to the funded value while approving the Award or Modification. Funds are encumbered in an accounting period as per the GL Date entered while creating the CLM document.
The Functional Currency code is displayed along with the Funded Value label. The sum of the Funded Value fields of the distributions is displayed at the award line level. Similarly the sum of the Funded Value fields is displayed at the header level.
When the document is approved, the Encumbered Amount on the distribution is defaulted to the Funded Value and the Partial Funded checkbox is selected. However Distributions that are marked with Prevent Encumbrance flag with a value of Yes are not considered for funding or encumbrance actions.
When the Partial Funded checkbox is selected, the Encumbrance is created for the amount equal to the funded value while approving the Award or Modification. Funds are encumbered in a period as per the GL Date entered while creating the CLM document.
When the document is approved, the Encumbered Amount on the distribution is defaulted to the Funded Value and the Partial Funded checkbox is selected. However Distributions that are marked with Prevent Encumbrance flag with a value of Yes are not considered for funding or encumbrance actions.
An example of how you can use incremental funding in CLM is as follows:
Login as a requester with an appropriate CLM iProcurement responsibility. Create a non-catalog request for 2 CLINs:
CLM Item1 Quantity Based Line (Unit Price : 1000 and Qty: 5)
CLM Item2 Amount Based Line (Unit Price : 1 and Qty (Amount): 1000)
Add the items to your shopping cart and proceed with checkout.
In the Requisition Information page, click Edit Lines. This opens the Requisition Information: Edit Lines page.
Select the Accounts tab and click the Charge Account link to open the Requisition Information: Split Cost Allocation page.
The Charge Accounts tab has the funding related fields:
Partial Funded: Use this checkbox to indicate that you wish to perform a partial funding for the requisition.
Funded Value: The value of Funded Value defaults from the line/shipment total value. You can then select the Partial Funded checkbox and enter an amount that is 0 or less than the line amount. Over a period of time, you can add funds using this field. For example, in January, you create the requisition and select the Partial Funded checkbox. Enter 400 in the Funded Value field. In June, you can amend the requisition (after it is approved), and enter an additional 300 in the Funded Value field.
Quantity Funded: The first CLIN (CLM Item1) you created in this example is a quantity based line. Therefore the Quantity Funded field is automatically calculated to display the funded quantity based on the Funded Value. For example, in January, the Funded Value is 2000, the Quantity Funded will be 2. In June, when the Funded Value is 3500 (an additional 1500 is used to increment the funds), the Quantity Funded will be 3.5.
Amount Funded: The second CLIN you created in this example (CLM Item2) shows you the funded amount based on the Funded Value. For example, in January, the Funded Value is 0, the Amount Funded may be 0. In June when the Funded Value is 1000, the Amount Funded may be 1000.
Attention: When you enter a funded value for the distribution, the system calculates the Funded Quantity for quantity based lines and Funded Amount for amount based lines. The Funded Quantity and Funded Amount fields are read-only. These quantities are used by Receiving and Invoicing to ensure that users do not receive and invoice quantities that are greater than the Funded Quantity and Funded Amount.
Perform the same funding actions for the second line (CLM Item2), except that you need to update the Funded Value to 0.
Click Apply to return to the Requisition Information: Edit Lines page, Accounts tab. Click Check Funds and you get a message informing you that Check Funds completed successfully.
Click Apply to return to the Checkout: Requisition Information page. Submit the requisition for approval, this requisition has 0 and partial funds. Please note that funds reserve takes place for the funded value only and not the line amount.
Login as a buyer using an appropriate CLM Purchasing responsibility. Navigate to Demand Workbench.
Select the partially funded requisition lines and add them to the document builder to autocreate an award.
When the award is created, notice that the total award value is different from the Total Funded Value of all the lines.
Navigate to the Distributions tab and you will see that the partially funded lines have come in from the requisition to the award. You can edit the lines if required.
Submit the award for approval. Note that funds reserve takes place only for the funded value and not the line amount.
To add funds:
Login with an appropriate CLM iProcurement responsibility and create a requisition amendment. You can use the Change icon in the Shop page to create a requisition amendment.
Navigate to the Edit Lines page (click Edit Lines in the Amendment Checkout page) and select the Accounts tab. Click the Charge Account link to open the Split Cost Allocation page.
Add new funds to the existing Funded Value field. For example: for line 1 (the quantity based line - CLM Item1), add 1500 to the existing funded value of 2000. Replace the value 2000 with 3500. The Quantity Funded value changes from 2 to 3.5.
For the Amount Based line (CLM Item2), add 1000 to the Funded Value. Update the existing value from 0 to 1000. The amount based line is now fully funded.
Click Apply to return to the main requisition amendment page. Submit the requisition amendment for approval. Note that the funds will be reserved only for the incrementally added funds and not for the entire requisition value.
To ensure that the newly added funds are added to the award:
Login with an appropriate CLM Purchasing responsibility and open the autocreated award (the award that you created using the requisition with partially funded lines).
Create a modification for this award and save the modification as a draft.
Navigate to the Requisitions > Amendments tab in Buyer Work Center and select the requisition lines that have newly added funds. Click Review and Implement to ensure that the buyer is aware that newly added funds are incrementally added to the requisition. Click Accept and return to the Amendments page.
After you have reviewed and implemented the changes, you still need to go to the modification and update it with the newly added funds manually.
Additional Information: Only info funded SLINs and new distributions will be automatically updated in the modification from the requisition/requisition amendment. As a buyer, you will need to manually update the modification with any other requisition (funding related) changes.
Update the original funded values and submit the modification for approval. When the modification is approved and merged with the base award, the updated funded values show in the award. Note that the funds are reserved only for the incrementally added funds.
Funding Awards / Modifications from new Requisitions section in the Buyer Work Center chapter to find out how funds are added to an award/modification in Demand Workbench.
Linking Requisition Lines section in the Awards chapter to find out how to use the Link to Requisition Lines action to bring in funds from the requisition line to the award line.
Click the Update icon for a distribution in order to open the Update Distribution page. The funding related fields are also displayed in the Update Distribution page, along with the Encumbrance Date field. The Encumbrance date is automatically defaulted to the current (system) date for you when you select a Charge Account or when you reserve/unreserved funds or perform a funds check. You can change this value to a valid date (the date should be within an open purchasing period when the journal entry for this requisition is created). The Encumbrance Date is also validated during the time the award is submitted for approval.
A profile option, PO: Validate GL Period, controls the validation of this Encumbrance (General Ledger) Date field. For more information on the profile option, please refer to the Contract Lifecycle Management for Public Sector Implementation Guide. If the value of the Encumbrance Date is invalid (for example, the date is in a closed GL period, or in a period that is not yet open), the system automatically corrects the Encumbrance Date value to reflect the current date.
A message displays on the page, informing you that the Encumbrance Date value has been adjusted automatically for you. However, you still can opt to change the Encumbrance Date value to any other valid date if required.
The funds on a distribution need to be validated using Funds Tolerance. The Setup > Purchasing Options page has the Funds Tolerance fields in the Document Controls region. The fields are:
Funds Tolerance (%): Specify the funds tolerance as a percent. For example, you wish to have a funds tolerance of 10%.
Funds Tolerance Amount: Specify the funds tolerance as an amount. For example, you wish to have a funds tolerance amount of $5000.
Enforce Funds Tolerance: the values of this LOV are - Advisory, Mandatory, None.
There are some scenarios where the Funds Tolerance will check the fund amount:
If award lines / schedules have distributions, none of which have an associated or linked requisition line, then Funds Tolerance will not validate to see if the tolerance is exceeded.
If award lines / schedules have distributions, all of which have an associated or linked requisition line, then Funds Tolerance will not validate to see if the tolerance is exceeded. The system ensures that the award distributions amounts does not exceed the amount on the linked requisition lines.
If award lines / schedules have distributions, some of which have an associated requisition line and some do not have an associated requisition line, then Funds Tolerance performs a check. No check is performed if the Enforce Funds Tolerance value is None:
| Scenario | Enforce Funds Tolerance | Result |
|---|---|---|
| Sum of the distribution amounts is greater than the funds tolerance amount. | Advisory | Warning message displays - you can proceed |
| Sum of the distribution amounts is greater than the funds tolerance amount. | Mandatory | Error message displays - you cannot proceed till you resolve this by adding more funds from the requisition |
| Sum of distribution amounts / Sum of total distribution amounts * 100 is greater than the Funds Tolerance Percentage (%). | Advisory | Warning message displays - you can proceed |
| Sum of distribution amounts / Sum of total distribution amounts * 100 is greater than the Funds Tolerance Percentage (%). | Mandatory | Error message displays - you cannot proceed till you resolve this by adding more funds from the requisition |
Global Update enables you to add common field values for multiple lines or update common field values for multiple lines on draft CLM documents.
Navigate to the Awards Distributions tab. Select one, multiple, or all lines (use the Select All link) and then click Global Update. The Global Update Distributions page displays with the fields that you can update for multiple distributions.
If you want to add a new value to the distributions, such as Deliver-To Location or Encumbered Date, enter the value in the Global Update Distributions page and click Apply. If you want to update / replace the original field value(s) with a new field value, such as Misc Line of Acc, select or enter the new field value and click Apply. A message confirming that the update was successful displays in the Update CLM Award page. You can navigate to individual distributions to verify that the update has taken place for the fields you specified.
Note: You cannot blank out any existing values using Global Update. You can only update add or update a value.