When a buyer submits a document (an award, an IDV, or a modification) for approval, the relevant document submission checks are initiated, and the required error or warning messages are displayed. All errors must be resolved before the document can be successfully submitted. However, warnings may be bypassed after review by the buyer depending on current business considerations.
An approver can edit a CLM document (award, IDV, or Modification) using the Edit Document link in the approval notification, and then submit the document for approval. The same submission checks occur as a buyer submits the document for approval. Submission checks are initiated when the approver clicks OK in a notification. All errors need to be resolved before the document can be successfully submitted. However, warnings may be bypassed after review by the approver.
The following table lists the Document Submission Check Rules for CLM document approval:
| Submission Check Rules | Awards | IDVs with Lines | IDVs without Lines | Modifications |
|---|---|---|---|---|
| Change Description has been generated and up to date | N | N | N | Y |
| Standard Form & Document Format are not null and not expired | Y | Y | Y | Y |
| Order Amount is within the Min Total Amount and Max Total Amount range of Source IDV | Y | N | N | Y |
| Max Ceiling Award Amt is less than Max Per Order Amount or Total Line Amount is Max Per Order Amount | N | Y | Y | Y |
| Effective Date for all Lines is between Order Start Date and End Date | Y | N | N | Y |
| Line min start date is greater than Header start date and Line max end date is less than Header end date | N | Y | N | Y |
| Header Effective Date can be less than or equal to the Need-By Date of all the shipments | Y | Y | N | Y |
| Line quantity should not be null if either of these is not null: Minimum Per Order Qty, Maximum Per Order Qty, Maximum Total Qty, Minimum Total Qty | N | Y | N | Y |
| Line amount should not be null if either of these is not null: Minimum Total Amount, Maximum Total Amount, Minimum Per Order Amount, Maximum Per Order Amount | N | Y | N | Y |
| Total quantity of all PO Lines sourced to IDV should be between IDV Lines' min and max per order quantity | Y | N | N | Y |
| Total quantity of all Lines of the same IDV lines across all POs which reference that IDV line should be less than IDV Lines' max total quantity | Y | N | N | Y |
| Total amount of all Lines of the same IDV lines across all POs which reference that IDV line should be between IDV Lines min and max order amount | Y | N | N | Y |
| Purchase Order Vendor should not be on hold | Y | Y | Y | Y |
| Vendor is not null | Y | Y | Y | Y |
| Vendor Site is not null | Y | Y | Y | Y |
| Ship to Location is not null and is valid for priced lines only | Y | Y | Y | Y |
| Invoice Office is not null and is valid | Y | Y | Y | Y |
| Currency Code is not null | Y | Y | Y | Y |
| Rate is not null if PO currency is not SOB currency | Y | Y | Y | Y |
| Currency Rate Type cannot be "User" if the document contains any Lines with Value Basis of "Rate" | Y | Y | Y | Y |
| Purchase Order should not be on hold | Y | Y | Y | Y |
| Vendor should be valid | Y | Y | Y | Y |
| Vendor Site should be valid | Y | Y | Y | Y |
| Vendor Contact should be valid | Y | Y | Y | Y |
| If acceptance is required for a document then there must exist a valid vendor contact with valid user name associated with it | Y | Y | Y | Y |
| Header must have at least one line | Y | Y | N | Y |
| Each Purchase Order Line must have at least one shipment (except Informational Lines) | Y | N | N | Y |
| Quantities/Amounts between Purchase Order Line and Shipments must match | Y | N | N | Y |
| The rate cannot be NULL for the distribution if we are using a foreign currency | Y | N | N | Y |
| If using functional currency then rate has to be null | Y | N | N | Y |
| The amount of all standard purchase orders for a contract should not exceed the amount limit of the contract | Y | N | N | Y |
| Any of the standard PO's lines should not reference an unapproved contract | Y | N | N | Y |
| Any of the standard PO's lines should not reference a contract whose vendor is different than the one on PO header | Y | N | N | Y |
| Invalid Interclass conversions between UOMs should not be allowed | Y | N | N | Y |
| If an item is restricted then the Purchase Order Vendor must be listed in the Approved Suppliers List table and must be approved | Y | N | N | Y |
| If an item is restricted then the Purchase Order Vendor must be listed in the Approved Suppliers List table and must not be DEBARRED | Y | N | N | Y |
| Contract referenced on a PO line should not be on hold | Y | N | N | Y |
| ATO/CTO Model items not allowed on POs | Y | N | N | Y |
| Item at Line and Shipment levels should be valid for purchasing | Y | Y | N | Y |
| Either Promised Date or Need by date is required for planned items | Y | N | N | Y |
| Ship to Location for shipments should be valid | Y | N | N | Y |
| The Funded Value of the PO distribution should not be greater than its corresponding Total Order Value | Y | N | N | Y |
| The IDV should be enabled for purchasing in the current OU | Y | N | N | Y |
| IDV should be approved | Y | N | N | Y |
| IDV should not be on hold | Y | N | N | Y |
| The vendor on the PO should match the IDV | Y | N | N | Y |
| The vendor site on the PO should match a vendor site on one of the IDV's enabled org assignments | Y | N | N | Y |
| The PO Effective Date should be before IDV or corresponding Line expiration date | Y | N | N | Y |
| The Need-by-date (or if NULL, the PO creation date) should be after the start dates of the IDV | Y | N | N | Y |
| Currency Code on the PO should match the IDV | Y | N | N | Y |
| The total amount on all the standard PO SHIPMENT lines in the current setup referencing the same IDV should be less than the amount limit on the IDV header | Y | N | N | Y |
| The total amount on all the lines on the standard PO referencing same IDV line should be greater than the minimum release amount on the IDV line | Y | N | N | Y |
| Current OU should be enabled for purchasing on the Global Contract being referenced | Y | N | N | Y |
| Supplier Site should be a purchasing site defined in Global Contracts Org Assignments | Y | N | N | Y |
| Amount Released should not exceed the amount limit on the Global Contract | Y | N | N | Y |
| Effective Date range on the price break is within the Effective Date range of the Header and before the Expiration Date of the line | N | Y | N | Y |
| Expiration Date on the line is within the effective range of the header | N | Y | N | Y |
| ACRN value should be valid, should use alphanumeric code (excluding I & O and each charge account (line of accounting) should have a unique ACRN | Y | N | N | Y |
| The sum of distribution amounts can be less than or equal to the total shipment (schedule) amount. | Y | N | N | Y |
| The requisition distribution fund amount should be greater than the award distribution fund value. Otherwise an error is displayed. | Y | N | N | Y |
| The total of distribution amounts for individual schedules should be less than or equal to the Schedule Amount. | Y | N | N | Y |
| The sum of distribution quantities for individual schedules should be less than or equal to the Schedule Quantity. | Y | N | N | Y |
| The PO Charge Account field should not be blank for a distribution. | Y | N | N | Y |
| If the document contains orphan exhibits, the document cannot be approved. | Y | Y | N | Y |
Note: Modification Merge is performed during the approval of a modification. At this time, the modification is synced with the approved document and validation is performed.
While there are several submission checks that an award autocreated from a MIPR has to go through, the most important document submission checks for the award are as follows:
Header Level Errors:
The award has been autocreated from a MIPR-Own: FPDS-NG Reporting Method must be set to Exempt.
The award has been autocreated from a MIPR-Own: Communication Method must be set to None.
The award has been autocreated from a MIPR-Own: Bilateral Indicator must be set to None.
Header Level Warnings:
Multiple MIPR-Own are referenced on the award.
PR/PAR and MIPR-Others are referenced on the award.
MIPR-Others belonging to different requesting agencies are referenced on the award.
Distribution Level Errors:
A MIPR-Own reference is found in the Line, Schedule, and Distribution of this award; however, the award also references a MIPR-Own of another assisting agency.
A MIPR-Own reference is found in the Line, Schedule, and Distribution of this award; however, the award also references a PR/PAR/MIPR-Others.
A MIPR-Own (Direct Citation) reference is found in the Line, Schedule, and Distribution of this award; however, the award also references MIPR-Own (Reimbursement Order).