At the Line and Schedule level, the Link to Requisition Lines action is available to users only if the Encumbrance functionality is enabled. Thus you can select one or more award or modification lines and then choose the Link to Requisition Lines action to bring in funds from the requisition line to the award line. Though you may not select an Informational line or an option line for linking to a requisition line, you can select any line type on the award or modification to link to any other requisition line type and thus bring in funds for that award or modification line. For example, you may select a Goods Based priced CLIN in your award to link to an Amount Based Priced SLIN in your requisition. The system does not prevent you from selecting any award / modification line type to associate to any requisition line type. As per your agency / procurement requirements, you need to co-relate the correct line types and structures from the award / modification to the purchase requisition.
Attention: Award or Modification lines may have distributions already created. Check if the Type for the Distribution is Inventory or Expense. If the Distribution Type is Inventory, you may not link the award or modification line for linking to a requisition line.
Priced Exhibit Lines can also be selected for linking to requisitions. Similarly, Priced Exhibit Schedules can also be selected for linking to requisitions. Distributions for the Priced Exhibit lines will be created in a manner similar to priced CLINs or SLINs.
Another point to note is that if the total amount of the already existing distributions adds up to the total amount of the lines/shipments, then you cannot link to any more requisition lines. That is, you cannot add more funds to the award if the award has the full value of the distributions. As long as the total amount of the existing distributions is less than the total amount of the lines/shipments, you can use the Link to Requisition Lines action to bring in more funds.
Just as purchase requisition lines with balance funds can be autocreated to modifications, in a similar manner, post award request lines can be autocreated to modifications.
Select at least one line or shipment that you wish to link using the Select checkbox and then choose Link to Requisition Lines from the Actions LOV and click Go.
Please note that in case of modifications:
Partially or fully funded lines that have distributions to the extent of the line amount, (that is, the line amount is equal to the total distribution amount) are not available for linking.
Partially or fully funded lines with distributions less than the line amount are available for linking.
Newly added priced lines in the modification are eligible for linking.
An option line that is exercised in a modification can be linked.
The Select Requisition Lines search page displays to enable you to search and select for requisition lines that you wish to link the award lines / schedules to.
The Search region of the Select Requisition Lines page displays some default search fields such as Requisition (Number), Operating Unit, Buyer, Item. If required, you can add additional search criteria from the Add Another LOV. Select an additional search criteria from the Add Another LOV (such as Requester, Deliver-To Location, etc) and click Add. The additional search criteria is displayed below the default search fields. Enter values for the search fields and then click Go. The search results display in the region below. Note that requisition lines for non-Inventory (e.g. Expense) items only are displayed in the search criteria. Requisition lines for Inventory items that are used to fund award lines/schedules are to be autocreated to award lines using Demand Workbench : Document Builder in Buyer Work Center.
If the award is an obligating document, only the relevant MIPR-Own lines will be displayed as available to link. If the document is non-obligating document the relevant MIPR-Own lines will not show up as available for linking. If the lines of the award / modification come from MIPR-Others lines, they will show up as available for linking.
A requisition line is displayed in an individual row in the search results region. Each requisition line also displays the Funded Value and Funds Remaining for the line in the row of the search results region. Funded Value refers to the funds available on a requisition distribution. Note that the distribution values of in-progress requisition amendments are not calculated as part of this Funded Value; the distribution value of approved and merged amendments is calculated as part of the Funded Value.
Thus if the Funded Value for a requisition line is $1000 and the contracting officer has already used $400 to fund another award line/schedule, the Funds Remaining column displays $600. The contracting officer can use this Funds Remaining Amount to fund a line/schedule from the same award or another award.
Select one or more requisition lines using the Select checkbox and then click Link. The Link Distributions page displays, enabling you to link the requisition line(s) and award line(s) in order to bring in funds from the requisition to the award. The Link Distributions page consists of several region that help you to view and add funds, and then preview your funds allocation.
The My Selections: Selected Schedules from the Award region enables you to view the lines/schedules/shipments you have selected that you need the funds for. If the schedule has a distribution already, the Distribution Amount Available (USD) column displays the available funds for that schedule. The Distribution Amount Required (USD) column displays the funds you still need to fund the schedule. The Total Distribution Amount Required value is the total of all funds required for the listed award schedules/lines.
If the schedule already has been linked to a requisition line earlier, the Related Requisition Lines column displays those previous requisition line numbers.
In case you do not require to link a line/schedule to the requisition line, you can always remove it from this region by clicking the Delete (trashcan) icon in the Actions column.
The My Selections: Selected Distributions from Requisitions region enables you to view the requisition distribution information that you will use to fund the award lines/schedules. When you select a requisition line, the associated distribution information is also extracted and made visible to you in this region.
The Distribution Amount is displayed in the Amount (USD) field. The Total Distribution Amount is the sum of all the Distribution Amounts fields. Funded Value (USD) shows the amount that is funded for that requisition distribution. The Funds Remaining (USD) field displays the amount that is left after one or more awards / modifications have utilized funds from that requisition distribution.
The Funds to Use field enables you to view and re-calculate the amounts that will be used to fund that particular award or modification line / schedule. The system automatically computes the most appropriate value for you in this field, however, you are free to change it as per your requirement. Enter the desired value for the Funds to Use and tab out of the field. The system automatically recalculates the rest of the values as per the formula.
The system formula or logic to calculate the value of Funds to Use is as follows:
When the Total Distribution Amount Required is less than the Total Funds Available: In such a scenario, the Total Funds to Use is calculated to ensure that Total Funds to Use is equal to Total Distribution Amount Required. Thus, Funds to Use = Total Distribution Amount Required * (Funds Available/ Total Funds Available). This formula ensures that that the Funds to Use across the distributions are pro-rated in the ratio of their respective Distribution Amounts and would ensure that Total Funds to Use = Total Distribution Amount Required.
When Total Distribution Amount Required is equal to Total Funds Available: The scenario is that the total distribution amounts required for the selected schedules are equal to the total funds available. Thus, the Funds to Use is the same as Funds Available at each distribution. Therefore, Funds to Use = Funds Available.
When Total Distribution Amount Required is greater than Total Funds Available: The scenario is that the Total Distribution Amount required for the selected schedules are greater than the Total Funds Available. This indicates that there are insufficient funds to fully fund the selected award schedules. In such situations, the Funds to Use is the same as the Funds Available at each distribution.
In the above scenarios, either the system or the user ensures that Total Funds to Use is less than or equal to the Total Distribution Amount Required.
The Funds to Use field value is used as the basis to calculate the pro-rating activity for the proposed distributions. Thus, the distribution amount required for a schedule is calculated by spreading out the Funds to Use amount in the same ratio as the existing requisition distributions are available.
For example, the Funds to Use value is $3000, and there are two requisition distribution amounts for $2000 and $4000. The newly created distribution amounts will have the following values : $1000 and $2000. This is because the proposed distribution amounts are pro-rated using the Funds to Use and the requisition distribution amounts.
Using the proration method of calculating the proposed distribution amounts, the resulting award distributions are always fully funded, because the available funds are totally utilized in order to meet the amount required for the schedules.
Re-creating Distributions
The Re-Create Distributions button enables you to refresh the Link Distributions page and re-calculate the proposed distribution amounts for the line/schedule. The system calculates the proposed distribution amounts for you for the line / schedule based on the availability of funds in the purchase requisition. However, it is entirely up to you to accept the system calculations or not. You can opt to re-enter values for the distribution amount so that you get the optimum usage of funds from the requisition lines. When you enter values that need the proposed distribution amounts to be calculated or if you would like to revert to the system generated calculations of the distribution amounts, you need to click the Re-Create Distributions button.
When using Re-Create Distributions, please ensure the following:
Funds to Use should be greater than zero, otherwise the system displays an error message.
Total Funds to Use should be less than or equal to Total Distribution Amount Remaining, otherwise the system displays an error message.
Preview of new distributions for selected Award Lines/ Schedules region
Every requisition distribution is added as an award distribution in the region Preview of new distributions for selected Award Lines/ Schedules. For example, if there are 3 rows of requisition distributions and 4 rows of award schedules, the resulting matrix will have 3 times 4 rows, that is, twelve distributions created for the target award. Each of the award schedules gets 3 requisition distributions, in this scenario. Each of the proposed distribution values is calculated based on pro-ration formulas. Thus, in ratio to the original required amounts, the proposed distribution amounts are calculated. For example, the Funds to Use value is $3000, and there are two requisition distribution amounts for $2000 and $4000. The newly created distribution amounts will have the following values: $1000 and $2000. This is because the proposed distribution amounts are pro-rated using the Funds to Use and the requisition distribution amounts.
Despite the system generated calculations available and the default matrix based on pro-ration calculations for each row, you can always delete distributions and adjust the amounts manually.
An example of how the system calculates the distribution amount is provided in the tables below:
| PR Line | Line Amount | Dist.# | Distribution Amount | Partial Funded | Funded Value | Funds Remaining | Funds to Use |
|---|---|---|---|---|---|---|---|
| 0001 | 20000 | ||||||
| 1 | 15000 | N | 12000 | 12000 | 12000 | ||
| 2 | 5000 | N | 3000 | 3000 | 3000 | ||
| TDA= | 20000 | TFA= | 15000 | TFU= | 15000 |
The example award has one schedule. The Total Distribution Amount Required (TDAR) for the Award is $10000 (consisting of one schedule. In other scenarios, the award could consist of several schedules).
The above table shows Total Funds to Use (TFU) = 15000 > Total Distribution Amount Required = 10000. In order to compute Funds to Use, the system ensures that the Total Funds to Use = Total Distribution Amount Required in this case. The Funds to Use are computed as below:
| PR Line | Line Amount | Dist.# | Distribution Amount | Partial Funded | Funded Value | Funds Remaining | Funds to Use |
|---|---|---|---|---|---|---|---|
| 0001 | 20000 | ||||||
| 1 | 15000 | N | 12000 | 12000 | 7500 | ||
| 2 | 5000 | N | 3000 | 3000 | 2500 | ||
| TDA= | 20000 | TFA = | 15000 | TFU = | 10000 |
Funds to Use = 10000 (TDAR) * (15000(DA) / 20000(TDA)) = 7500
Funds to Use = 10000 (TDAR) * (5000 (DA) / 20000 (TDA)) = 2500
Preview of new Distributions for selected Award Lines/Schedules:
| Line | Schedule | Distribution | Distribution Amount | Partial Funded | Funded Value |
|---|---|---|---|---|---|
| 0001 | 1 | 1 | 7500 | N | 7500 |
| 0001 | 1 | 2 | 2500 | N | 2500 |
7500 = 10000 (Distribution Amount Required for the individual Schedule) * (7500 (Funds to Use) / 10000 (Total Funds to Use))
2500 = 10000 (Distribution Amount Required for the individual Schedule) * ( 2500 (Funds to Use) / 10000 (Total Funds to Use))
7500 (Funded Value) = 7500 (same as the Award distribution's DA)
2500 (Funded Value) = 2500 (same as the Award distribution's DA)
A summary of the fields in the Preview of new Distributions for selected Award Lines/Schedules is below:
While the Line Number and Schedule Number are pre-defined values, the Distribution Number is calculated based on each line number-schedule number combination. This Distribution Number value can be edited as per your requirements. For example, if you have deleted Distribution 3 of Line 1, Schedule 1, you can manually re-number Distribution 4 of Line 1, Schedule 1 to Distribution 3.
Line Description is the item description as was entered on the original award.
Qty (Quantity) is calculated using the following formula: Schedule Qty * (Distribution Amount for this distribution / Total Schedule Amount). This field can be updated by you only if the corresponding award line is a quantity-based line. Otherwise, the Qty field displays as read-only. If you edit the Qty field, the Distribution Amount field is automatically calculated for you. However, the Funded Value field needs to be manually updated by you.
Distribution Amount (USD) is a calculated value. You can change this value to ensure that you meet the funding requirements for the award line/schedule. If you update the Distribution Amount value then the Qty field gets recalculated based on the Price field (Award Line field) for quantity based lines.
Funded Value (USD) is a calculated value. You can change this value as per your requirement.
The Partial Funded field displays a value of Y (Yes) when the funded value is less than the distribution amount for any of the award distributions. Otherwise the value displays as N (No).
PO Charge Account value is defaulted from the purchase requisition distribution and is non-updateable.
The Deliver-To value is defaulted from the purchase requisition and is non-updateable.
The Destination Type of all new Distributions created for the selected award lines / shipments is set to the value Expense, regardless of whether the award line is for an Inventory item or not.
Related Requisition Line - the requisition line number that is used to generate the proposed distribution in the Preview of new distributions for selected Award Lines/ Schedules region.
Using the Actions column, you can delete a proposed distribution. For example, the system generates 2 distributions (1 and 2) for Line 1, Schedule 1. If Distribution 2 is not required to complete the funding of the line/schedule, you can delete it and update the value of Distribution 1 so that it satisfies the funding requirement of Line 1, Schedule 1.
Click Apply if you are certain that the proposed distributions are going to fulfill your award line / schedule funding requirements. The system creates the distributions for you and the award page displays. Navigate to the Distributions tab to view the newly created distributions. Verify that the distribution amount and Charge Account fields are populated correctly.