Click on the Lines tab to search for specific award lines. You can search by Supplier, Buyer, Item or Category. Additionally, you can add more search criteria fields to your search by selecting the fields from the Add Another LOV. Some of the fields you can search on are: Approval Date, Buyer, Description, Document Style, FSC/PSC, MDAPS/MAIS, NAICS, Operating Unit, etc. Select one or more additional fields from the Add Another LOV and click Add. Enter values for the fields you selected and click Go. The search results display in the region below and you can click on an award number link or a line number link to view the award or line details. Alternatively, select an award using the Select radio button and perform actions such as Update Award, Update Line, Close for Invoice, Close for Receiving, View Invoices, View Payments, View Requisitions, etc. Select Update Award or Update Line actions if you need to update the award or line or view the line details.
Every award line is automatically numbered, however you can change the numbering of a line. The Contract Line (CLIN) and Sub-line (SLIN) structure is used in all CLM purchasing documents, including modifications and amendments to the purchasing documents. A Contract Line captures information about the item(s) or service(s) to be procured in the contract with or without the pricing details. Thus, a Contract Line (CLIN) can be a priced line or an informational line. Similarly, Sub-Lines, which are used to capture additional information about the CLIN, can be priced sub-lines or informational sub-lines.
CLIN numbers are always 4 digit numeric values that fall in the range 0001-9999. Duplicate numbers are not supported by the system and an error message displays if a duplicate number is found. A segment with 4 digit numeric values from 0001 - 9999 is defined for each document. The numbers are sequentially generated.
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 you. 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 alphabetical values ranging from AA to ZZ (except the alphabets I and O which are not used in number generation at all).
The first four digits of the SLIN (parent CLIN number) cannot be edited, however the last two digits of the SLIN may be edited by users. While editing SLIN numbers, you cannot convert an Informational SLIN to a priced SLIN and vice versa. If it is a priced SLIN, you can edit the number to any number between AA and ZZ without using O and I in either the 5th place or the 6th place. Similarly, for Informational SLINs, you can edit the number within 00 and 99 and no alphabets are allowed in the 5th and 6th places.
If the line is undefinitized, you will see an icon next to the line number.
For more information on the guidelines that govern the numbering of purchasing document lines, please refer to the Appendix - Common CLM Functionality.
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.
Select from the available Contract Types in the Contract Type LOV. Based on the Contract Type selected, a pricing calculation will take place and the item/service will be priced on the line for quantity based lines. Enter a Quantity in the Qty field and a Unit of Measure in the Unit field. The Amount field gets calculated based on the formula of the Contract Type field, Unit Price, the Quantity and Unit of Measure.
To price amount based lines, select the appropriate line type using the Type LOV. Enter the values of the relevant pricing attributes in the Pricing Details popup and the total amount is computed and stored for that line.
For more details on the various Contract Types and their formulas, please refer to the Appendix - Common CLM Functionality.
Enter a Cost Constraint while updating the line, if required. The default value of the Cost Constraint field is Null.
IDC Types are entered only if the CLM document is an IDV. For an award, the IDC type is not visible.
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, a modification document needs to be created. For more information on Modifications, please refer to the Modifications chapter in this guide.
You can choose to 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. You can also create an option line without a base line.
To create option lines, you can start by creating a regular line and then select the Option checkbox while entering line details. You can also choose to associate the option line to a base line by entering a base line. Alternatively, you can directly create option lines linked to a base line by clicking the Option + icon on the base line.
For more information on Options, please refer to the Appendix - Common CLM Functionality.
You can also perform actions such as Update, Duplicate and Delete for each line. The Delete Action deletes a line from the award. 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.
When deleting a base line, a warning is displayed, telling you that one or more option lines are associated to the base line being deleted. You can choose to cancel the delete operation, delete the linked option lines, or delink the option lines.
If an option CLIN with a base line or an option SLIN, originating from purchase requisition, is being deleted from a draft award or draft solicitation, the requestor of the purchase requisition is notified about the delete action.
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 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, Qty, Unit, Unit Price, Total Amount. The formula for calculating the Total Amount is also displayed in this region.
The main region in the Line Details page has the Undefinitization related field. The value of this field defaults to No, indicating that the line is definitized by default. However, when selecting the value Undefinitize from the Actions list of values in the main region, the value of this indicator changes to Yes. Also, the Undefinitized Details region appears below to capture undefinitization specific information. The Undefinitized Details region is described later in this section.
The Option checkbox 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. You cannot toggle the Option checkbox on a line if it is linked to a requisition.
If you wish to associate a base line to your option line, select a Base Line Number from the LOV. The option line may or may not be associated with a base line. If the line being updated is an Option CLIN, the base line LOV displays all regular CLINs in the document. If the line being updated is an option SLIN, the base line LOV displays all regular SLINs within the same CLIN/SLIN structure.
Option Num (Number) is a system generated number and is non-updateable.
Option Dates are mandatory fields.
Copy Lines action
The Copy Lines : Specify Copying Options page enables you to copy CLIN/SLIN structures, Exhibits, and option lines in the same CLM document. The copy alternatives are:
Copy CLINs with associated SLINs - use this checkbox 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 checkbox to specify if you wish to copy one or more lines as option lines.
Maintain Base Line References - use this checkbox 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, Option Start Date should be set to 3 months earlier than the Need-By Date derived for that line.
Click Apply to initiate 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, please refer to the appendix Copy Action.
Scenarios such as large and complex projects or emergency situations require that federal agencies start procuring goods/services without having completed the actual terms and conditions (price, contract terms, specifications) with the vendor. Federal agencies make use of Undefinitized Contract Actions or Letter Contract to deal with such situations. Undefinitized Contract Actions are also called Unpriced Change Orders, both terms may be used interchangeably.
Contracts for which the contract terms, specifications and price are known and agreed upon with the vendor are called Definitized Contracts. By default an award is definitized, the Undefinitized indicator for the award displays the value No. When you select the action Undefinitize, the Undefinitized indicator changes to Yes and the Undefinitized Details region displays with the following fields:
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
Planned Definitization Date
When you perform a Description Based Undefinitization, you need to enter data in the following fields:
Planned Definitization Date
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.
For amount based lines, you enter the value of Undefinitized Amount separately, which then gets added to the value of the pricing attributes to arrive at the line total. However, for quantity based lines, you first have to enter the quantity and unit price to arrive at the line total. The Undefinitized Amount gets defaulted initially to the line total, and then you can change the value of the Undefinitized Amount to anywhere between zero and the line total.
If you copy undefinitized lines, the undefinitized portion of the lines don't get carried over. In case of quantity based lines, the quantity and price information will get copied over and the line will be created as a definitized line. In case of amount based line, the undefinitized portion would be discarded and only the pricing attribute values would get copied over. In this case, the line again gets created as a definitized line.
When creating a line via AutoCreate (Demand Workbench), the newly created lines have the Undefinitized checkbox unselected, that is, definitized lines are created via AutoCreate.
The fields in this region allow you to provide specific details about the item to be ordered. The fields described below are free-text fields are not validated in the system.
NSN: A National Stock Number (NSN) is a 13-digit number assigned to an item of supply. It consists of the four digit Federal Supply Class (FSC) and the nine digit National Item Identification Number (NIIN). A NIIN is a unique nine character code assigned to each item of supply purchased, stocked or distributed within the Federal Government; when combined with the four character FSC it comprises the NSN. The NSN is used as the common denominator to tie together logistics information for an item of supply. An example of the NSN is 6130-01-537-7617 DC Power Adapter for Panasonic laptops.
This is the item number of what the government is procuring. The supplier, receiving clerk, and payment office will use this to ensure that the correct items are shipped, received and invoiced.
Manufacturer Name: The name of the manufacturer by whom the goods are made. This field provides the ability to more specifically identify the item being requested. This detail will help to ensure that the correct item is procured.
Manufacturer Part Number: The part number as given by the manufacturer for the item being purchased. This field provides the ability to more specifically identify the item being requested. This detail will help to ensure that the correct item is procured.
Supplier Part Number: The part number as given by the supplier for the item being purchased. This field provides the ability to more specifically identify the item being requested. This detail will help to ensure that the correct item is procured.
Product/Catalog Number: In the case where a manufacturer provides a catalog from which goods can be purchased, this is the product/catalog number associated to the item being requested. This field provides the ability to more specifically identify the item being requested. This detail will help to ensure that the correct item is procured.
Drawing Number: The drawing number as given by the manufacturer/vendor for the item being purchased. This field provides the ability to more specifically identify the item being requested. This detail will help to ensure that the correct item is procured.
Specification Number: The specification number as given by the manufacturer/vendor for the item being purchased. This field provides the ability to more specifically identify the item being requested. This detail will help to ensure that the correct item is procured.
Serial Number: The serial number as given by the manufacturer for the item being purchased. This field provides the ability to more specifically identify the item being requested. This detail helps to ensure that the correct item is procured.
Piece Number: The piece number as given by the manufacturer for the item being purchased. This field provides the ability to more specifically identify the item being requested. This detail will help to ensure that the correct item is procured.
Model Number: The model number as given by the manufacturer for the item being purchased. This field provides the ability to more specifically identify the item being requested. This detail will help to ensure that the correct item is procured.
Item Long Description: In cases where the Commodity or Service Name / short description field does not provide enough space for the item/service being requested, the Item Long Description field is used to enter additional descriptive text. The text entered within this field is carried forward to subsequent transactions. This is the description of what the government is procuring.
The supplier, receiving clerk, and payment office use the item long description to ensure that the correct items are shipped, received and invoiced.
The Inspection Information region consists of the following fields:
Inspection Responsibility: This field identifies whose responsibility is to inspect the good. This could either be carried out by the government agency, the contractor or another party. The user is responsible for determining whether the goods/services will be inspected by the government representative or whether the contractor is responsible (usually through pre-established methods agreed upon by the government).
Inspection Level: This is a one or two character integer describing the level of inspection for the item. This field is intended to record one of the industry standard levels (originally based on the MIL-STD-105E) that should be used when completing the inspection. This field is informational only.
Inspection Location: This field identifies whether the location of inspection is a Destination, Source, or other facility. This field is carried forward to all subsequent documents include receipt and invoice if applicable.
Inspection Address: After an item has been shipped, it must be inspected for missing parts/damage and to ensure it is the correct item that was requested. The Inspection Address is a text box that enables you to indicate the location where the inspection of the item is to take place.
Acceptance Location LOV that has the following values: Destination, Source, Other.
Acceptance Address Location search LOV, using which you can search and select for a location where the acceptance of the goods will take place.
Acceptance Address Code search LOV, using which you can search and select for an address code for the acceptance location. However, if you have selected an Acceptance Address Location, the value for the Acceptance Address Code populates automatically for you.
Acceptance Address Detail: This field defaults value of the detailed address if you have selected a value in either Acceptance Address Location or in Acceptance Address Code.
The Copy from Inspection Details enables you to copy the data from the Inspection block to the Acceptance block.
The fields in this region provide information that will allow the order to designate a particular classification code, project and/or program to the item being procured.
FSC/PSC: The Federal Supply Classification (FSC) is a set of codes designed to help the federal government in supplying operations.
MDAPS/MAIS: Major Defense Acquisition Programs/ Major Automated Information System Acquisition Programs.
NAICS: The commodity group (defined by the NAICS) under which the item can be classified.
Customer Project Code: This identifies PRs created for special programs, exercises, projects, operations, or other purposes. Sites can establish their own set of codes and use them to identify and group PRs. It is used to capture the Construction Project Number for the SF1442 (block 6).
Customer Project Text: Text Description of the selected project code. It is used to capture / map the A&E Project Title and Location for the SF252 form and the Project number for the 1442 form as well.
Program Code: Allow the user to select from established Program Codes. Programs are also agency-defined and can be used to group and report purchases under a particular program.
Other regions that contain line level fields are: Shipping, Source Document, Contract and Attachments. The Attachment function for lines works in the same way as it does for headers. Please refer to Attachments section in this chapter.
region The Shipping region enables you to enter the shipment related details. Select a location that the goods will be shipped to / services will be performed at the Location LOV. The Organization is automatically defaulted. If the Need-By Date / Period of Performance Start Date and Period of Performance End Date are based on any business event, select a delivery event from the Delivery Event LOV. The values are:
Blank
After Date of Contract
After First Article Test Approval
After Production Lot Test Approval
After Notice of Award
When the Delivery Event is selected (that is, not blank), the Period and Promised Period fields appear. Enter values for the Period and Promised Period fields and then select a duration from the LOV (days, weeks, or months). If you select After First Article Test Approval or After Production Lot Test Approval, none of the dates (Need-By Date or Period of Performance Start Date or Period of Performance End Date) are calculated for you because you need to enter them manually via a modification document.
If you have selected After Date of Contract or After Notice of Award and wish to have the system calculate the Need-By Date, enter a value for the Period. When the award is approved, the Need-By Date is calculated as Effective Date + Period and the resulting value is displayed as read-only in the line.
If you have selected After Date of Contract or After Notice of Award and wish to have the system calculate the Promised Date, enter a value for the Promised Period. When the award is approved, the Promised Date is calculated as Effective Date + Promised Period and the resulting value is displayed as read-only in the line.
Global Update enables you to add common field values for multiple lines or update common field values for multiple lines on draft CLM documents: Awards (lines, schedules and distributions included where applicable), IDVs, Modifications, Solicitations, Solicitation Amendments. For example, you may want to update the Inspection Information for all the lines to a common value in your award or IDV. Instead of updating the lines individually, which is a time-consuming exercise, you can update the lines in a single global update operation.
Navigate to the Awards Lines tab. Select one, multiple, or all lines (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.
If you want to add a new value to the line, such as MDAPS/MAIS, enter the value in the Global Update Lines page and click Apply. If you want to upate / replace the original field value(s) with a new field value, such as Inspection Location, 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 lines to verify that the update has taken place for the fields you specified.
Note: You cannot blank out any existing values with Global Update. You can only update add or update a value.