CLM documents are automatically numbered in accordance with document numbering conventions used in federal agencies. You can assign complex document numbers to purchasing documents. You can configure a segment driven number format for CLM documents. Based on the setup of the number format, the appropriate document number gets automatically assigned to CLM documents.
While the headers and lines of a CLM document are numbered automatically, users can edit the header and line numbers with manual updates.
Note: To setup and enable the document numbering structure for use in purchasing documents, please refer to the Oracle Contract Lifecycle Management for Public Sector Implementation Guide.
Header Numbering
Header Numbering is applied to CLM documents with their amendments/modifications. CLM supports agency defined document number structures as well as those defined by regulation such as the DFARS.
Some basic guidelines that govern CLM document header numbering are:
A numbering format such as DoDAAC-Fiscal Year-Instrument Type-Serial Number consists of a structure that contains the following elements:
DoDACC is a 6-digit alphanumeric value that identifies an agency and is associated to a user. Users may have more than one DoDACC values associated to them.
Fiscal Year represents the current government fiscal year as a 2-digit numeric value.
Instrument Type is a 1-character uppercase alphabet.
Serial Number is a 4-digit alphanumeric sequential counter that is generated based upon the DoDAAC, Fiscal Year, and Instrument Type unique combination. Serial numbers range from 0001 - 9999. When the serial numbers 0001 - 9999 are exhausted, the system continues with 00AA-99ZZ. The characters I and O are not used in the serial number generation. A lower and upper limit of a serial range such as 4000 - 8999 can be selected in order to generate the serial number within the limits defined by the range.
You can select the ranges for generating the serial number. This is available via the Edit Document Number popup in the CLM documents page.
A 4-digit number is used to define draft or final modifications using the serial range of 0001-9999.
In an operating unit, for a particular CLM document type/style, there can be only one numbering structure active at a time, even though multiple numbering structures can be defined. CLM Document Types are used to define numbering structures for solicitations, CLM Document Styles are used to define numbering structures for awards and IDVs.
Some numbering structures for CLM documents are listed below. Please note that numbering structures vary from agency to agency. Given below is a sample set of numbering structures:
| CLM Document | Header Numbering Structure | Example |
|---|---|---|
| Purchase Requisition | Prefix-Fiscal Year-Agency Identifier- Serial Number | PR-10-CDC-12345 |
| Solicitation | DoDACC-Fiscal Year-Instrument Type-Serial Number | MAS123-10-Q-0001 |
| Award | DoDACC-Fiscal Year-Instrument Type-Serial Number | MAS128-10-C-0001 |
| IDV | DoDACC-Fiscal Year-Instrument Type-Serial Number | MAS123-10-C-1234 |
| Order Referencing IDV | DoDACC-Fiscal Year-Instrument Type-Serial Number-Order Referencing IDV Number | MAS123-10-C-1234-0001 |
| Requisition Amendment | Prefix-Fiscal Year-Agency Identifier- Serial Number-Amendment Number | PR-10-CDC-12345-0001 |
| Solicitation Amendment | DoDACC-Fiscal Year-Instrument Type-Serial Number-Amendment Number | MAS123-10-Q-0001-0001 |
| Modification for Award | PIIN-Control Number-Serial Number-Modification Type-Modification Code-Second Character | MAS128-10-C-0001-C0001 |
| Modification for IDV | PIIN-Control Number-Serial Number-Modification Type-Modification Code-Second Character | MAS128-10-C-0001-C0001 |
Note: When amendments or modifications to the main document are numbered, they generally follow the format: Base Document Number + Suffix (Serial Number).
When a modification definitizes one or more undefinitized lines, the numbering of the modification changes from (example) MAS128-10-C-0001-C0001 to MAS128-10-C-0001-PZ(or AZ)0001.