The Requisitions tab consists of the following sub-tabs: Demand Workbench, Summary, Amendments, Post Award Requests and MIPR Own.
Demand Workbench enables you to view purchase requisitions. Various views are available (for example, My Late Requisitions, My Requisitions for Services etc.) and you can personalize the views or create new ones. If you need to create a view that filters out requisitions for a particular operating unit, click the Personalize button to create / modify a view. Additionally Demand Workbench enables you to return or reassign purchase requisitions if required. If you need to return a purchase requisition to the requester, clicking on the Return button removes the purchase requisition from the requisition pool. The usage of the Add button is described in the Document Builder section.
The View region of the Demand Workbench enables you to see requisitions according to the view criteria. By default the View region displays each requisition line with information about the Operating Unit (OU), Requisition number, Line number, Informational flag (whether the line is Informational or not), Option line indicator (Base or Option line), Item/Job, Qty, Price, Currency, Need-by, Source.
There are predefined searches (views) that are available within the Demand Workbench. Additionally, any personalized views that you have created are also displayed. To use a view, select the view from the View drop down menu and click Go. You can use these views to search for requisitions as follows:
My Late Requisitions - This view displays requisitions that are past the need-by date entered by the requester. That is, the need-by date on the requisition is prior to today's date.
My Requisitions - This view displays all requisitions assigned to the buyer. Requisitions can be assigned to a particular buyer when the requisition was created.
My Requisitions for Goods - This view displays requisitions for goods assigned to the buyer.
My Requisitions for Services - This view displays requisitions for services assigned to the buyer.
My Requisitions Requiring a Solicitation - This view displays requisitions lines that require a Solicitation.
My Requisitions with a New Supplier - This view displays requisitions that suggest a supplier who has not yet been defined to the system (Oracle iProcurement can create requisitions and suggest a supplier that does not yet exist in the system).
My Requisitions with a Suggested Supplier - This view displays requisitions that are sourced to a supplier.
My Urgent Requests - This view displays requisitions that the requester marked as urgent.
Unassigned Requisitions- This view displays requisitions that have not been assigned to a sourcing buyer.
Personalized Views - You can create your own specialized views that display only those requisitions in which you are interested.
Use the Advanced Search function to create a combination of search criteria that helps locate the appropriate requisitions. To use the advanced search function click the Search button.
Search enables you to find requisitions based on criteria such as Buyer, Requisition, Category, and Supplier. Add additional search criteria by selecting a value from the Add Another LOV. Some fields that you can use as search criteria are: Priority Code, Issuing Office, Suggested COTR Office Address, or Suggested Award. A list appears displaying all possible search criteria (for example, you may wish to also search on Item Description).
When performing advanced searches, you can choose to require entries to match all the search values or allow them to match any of the search values.
Search results where each must match all values entered - Require entries to match all the search values you enter. For example, qualifying requisitions might be required to have the buyer be John Smith and the ship to location be New York. In this case, any qualifying requisitions must match both search values.
Search results where each may contain any value entered - Allow entries to match any of the search values. For example, qualifying requisitions might be allowed to have the buyer be Pat Stock or the ship to location be San Francisco. In this case, the qualifying requisitions can match either or both search values.
Conditions such as Is, Is Not, Starts With, Ends With, and Contains are used in the search as well. For example, you could search for Requisition, along with the condition <Starts With>, and use a value such as PR-001.
Use the Find icons to search for and select search values. When you have finished specifying your search, click Go (clicking Clear resets the search value fields).
Note: Please note that you cannot perform the following actions in Demand Workbench for CLM documents: Replace, Update from Catalog Favorites.
Note: Purchase requisitions may also be created using other e-Business Suite modules (such as Planning, Manufacturing, etc). Please note that in a CLM enabled instance, these purchase requisitions are always imported as non-FAR documents. As a result, the subsequent or ensuing orders are also created as non-FAR (non-CLM enabled) documents. As non-FAR (non-CLM enabled) documents, they are seamlessly integrated with Receiving and Invoicing functions in e-Business Suite.
Click on a requisition to view the details of the selected Requisition. If you are accessing this page using the Purchasing responsibility, then you will be able to view only the Requisition, Negotiation and Awards regions with the details.
MIPR Others
If the status of the MIPR-Others is Approved, Accepted, it will be displayed in the Demand Workbench along with the rest of the purchase requisitions. The Requisition Type column in the search results of Demand Workbench show which type of requisition (Requisition, MIPR Others - Direct Citation, MIPR Others - Reimbursement Order) is displayed.
The Requisitions / MIPR Others tab enables you to autocreate awards, solicitations, modifications and also add to awards, solicitations and modifications. Requisitions and MIPR Others are autocreated to awards which are not obligating documents. These are regular awards and are treated as such. Thus posting to FPDS-NG, sending to supplier, etc take place in the same way they would for regular awards.
If the status of the MIPR-Own is Approved, Acknowledged, it will be displayed in the Demand Workbench as a separate tab called MIPR Own. The Requisition Type column in the search results of Demand Workbench show which type of requisition (MIPR Own - Direct Citation, MIPR Own - Reimbursement Order) is displayed.
MIPR-Own lines are used to create obligating awards. These lines cannot be used to autocreate a solicitation.
The process to autocreate a document is the same as autocreating from requisitions. Please refer to the section AutoCreate Using Document Builder in this chapter for details on how to proceed with autocreate.
After the award is autocreated, the value of the field Control Type is defaulted to Obligating Document. If award is an obligating document (used to reserve funds only), the award will not be sent to the supplier and the following values will default in the award:
FPDS-NG Reporting Method will be Exempt
FPDS-NG Exception Reason will be Inter Agency Transfer
CCR Exception Reason will be Not Applicable
Supplier Communication Method will default to None
Bilateral Indicator (Supplier signature) will default to None
The award distribution details page shows the MIPR details such as whether it is MIPR-Own or MIPR-Others, Line, MIPR Reference, Obligating Type and Reimbursable Amount.
If the Control Type is Obligating Document, this value will default in the modification to the award as well. It will display in the modification document in the same way it shows up in the award. The Obligating Document is applicable to MIPR Own only.
When you have located the requisitions you wish to include in your document, use the Document Builder to create a new document.
Scroll the Demand Workbench page to the right.
Select a Document Builder Document Type. This indicates the outcome you expect from the Document Builder. The values you can select are: New Award, New Solicitation, New Modification.
Select an operating unit for the outcome document by clicking the OU Find icon and selecting an entry from the OU results.
Select your requisition lines by selecting the checkbox in the Select column for each requisition row.
Alternatively, add all the requisition lines available in search results table to Document Builder.
Add an entire requisition, which may contain several hundred lines, without having to navigate to multiple pages to select the lines. To add all eligible lines at once, scroll to the right in the requisitions search results table, and click the blue square icon in the Actions column.
Using this icon, you can add all eligible requisition lines to Document Builder. Examples of eligible lines are CLINs, SLINs, and Option Lines. The gray square icon indicates that you cannot add the requisition lines to Document Builder.
To remove the added requisition lines from Document Builder, click Clear.
Click Add to put the lines in your document. Lines that can be added can be CLINs, SLINs, option lines without a base line or Informational lines. If you select a CLIN to add, the entire CLIN/SLIN structure (if one exists) gets added to the award.
Option CLINs available in Document Builder along with other requisition lines. Option CLINs without a base line can be returned to the demand pool or removed from the Returns page (select an Option CLIN and click Return). Option lines without a base line are not displayed if the associated base line is not available in the Document Builder.
The Select checkbox next to the requisition lines is enabled only for regular CLINs or for option CLINs without a base line. The Select checkbox next to the CLIN of a CLIN/SLIN structure is not enabled if the structure contains at least one cross-linked option line. When a CLIN is selected and added to Document Builder, all associated SLINs (if present) are added to Document Builder along with the selected CLIN. When a base line is added to Document Builder, all linked option lines, in turn, are also automatically added.
To create the document, scroll right. Enter any additional information your document type requires and click Create. Optionally enter an IDV to reference, a Supplier and Supplier Site, Currency, Award Type (these are not mandatory fields). Search for a supplier using D-U-N-S Number and CAGE as search criteria.The Document Style is defaulted on the Document Builder, you can change it, if required.
If you wish to clear the document builder and start creating the document again from the beginning, click Clear.
If you would like to update additional information such as IDV Line Reference, PO Line Number, etc., while creating the order, enter the changes and click Update.
The selected document type is displayed.
Complete the document and click Create.
If you select New Award or Add to Award, the Update Award page is displayed. If Oracle Sourcing is licensed and implemented, and you selected New Solicitation, the Oracle Sourcing Negotiations page is displayed.
Please note that when Add to Award is selected, you will be required to select a modification if you wish to add lines to an approved award.
You can add requisition lines to your existing draft CLM document by selecting the Add to Award / Modifications action in the Type LOV. Select the Add to Award / Modification from the Document Builder's Type LOV. Then select the requisition lines you wish to add in the Views region and click Add. The Document Builder area now displays the Award / Modification search LOV. Click the magnifying glass icon to search for the award or modification that you wish to add lines to. After you have selected a draft award or draft modification, the Style field is populated with the document style of the draft award or draft modification. Since you have selected requisition lines, the Recently Added Items list displays the selected line information. Click Create to add the requisition lines to the award / modification. The award / modification page opens, with the Header tab highlighted. Click the Lines tab to verify that the requisition lines got added successfully to the document.
Click Update to open the Update Document Builder: Add to Award / Modification page. You can re-select an award / modification by using the search LOV to replace the original document with a new one that you wish to update.
The Update Document Builder: Add to Award/Modification page enables you to re-select an award or modification and also to group requisition lines with the same or similar fields:
Item Number
Item Description
Item Category
Item Revision
UOM
Transaction Reason Code
Line Type
For example, if you have an identical or related item number for two items on two different requisition lines, they can be grouped into a single requisition line based on the item number. The Item Description is the only field that need not be identical or similar among the requisition lines.
The following rules are applicable to grouping lines:
Standalone CLINs are grouped if the grouping criteria match.
Single priced CLINs with Info SLINs having funds are grouped if the grouping criteria match.
Any other CLIN/SLIN structures are not grouped.
Option Lines are not grouped even if the grouping criteria match.
Goods and Amount Based Lines are grouped.
While grouping, if the Contract Type of the selected lines match, then the same Contract Type is retained. If the requisition lines have different Contract Types, then the first line's Contract Type is taken up, and the user needs to change this to an appropriate Contract Type after the line is added to the draft Award / Modification document.
Similarly, if the Cost Constraint is the same across the grouped lines, the same Cost Constraint is retained. If the requisition lines have different Cost Constraints, then the first line's Cost Constraint is taken up, and the user needs to change this to an appropriate value after the line is added to the draft Award / Modification document.
The Requests region consists of a Group By LOV with 2 values: Default and Requisition. The defaulted value is Default. The Default method of grouping groups different requisition lines into the same award line, if the grouping conditions match. The Requisition method of grouping creates individual award lines for each of the requisition lines. If the lines from the requisition and the existing lines of the award / modification are found to be the same or similar by the system, the Default method of grouping makes the line number of the requisition editable. This means that you can modify the line number to group it with another line if required, provided the grouping follows the rules specified above.
By default, if there are multiple fund sources on different PR lines, they always get grouped as part of the Priced Line with all the associated distributions. A common DoD usage is to have multiple fund sources to be added as Informational SLINs. Using the action Convert Distributions to Info SLINs, the multiple distributions lines are can be converted to Info SLINs directly in the award.
Select the Add to Solicitation / Amendment from the Document Builder's Type LOV. Then select a solicitation or amendment number that you wish to add the requisition lines to. The Document Builder area displays the Solicitation / Amendment Number search LOV. Click the magnifying glass icon to search for the award or modification that you wish to add lines to. After you have selected a draft solicitation or draft amendment, select the requisition lines you wish to add to the solicitation / amendment and click Add. After you have selected the requisition lines, the Recently Added Items list displays the selected line information.
Click Update to open the Update Document Builder: Add to Solicitation / Amendment page. You can re-select a solicitation / amendment by using the search LOV to replace the original document with a new one that you wish to add lines to.
The Update Document Builder: Add to Solicitation / Amendment page enables you to re-select a solicitation or amendment and also to group requisition lines with the same or similar fields:
Item Number
Item Description
Item Category
Item Revision
UOM
Transaction Reason Code
Line Type
For example, if you have an identical or related item number for two items on two different requisition lines, they can be grouped into a single requisition line based on the item number. The Item Description is the only field that need not be identical or similar among the requisition lines.
The following rules are applicable to grouping lines:
Standalone CLINs are grouped if the grouping criteria match.
Single priced CLINs with Info SLINs having funds are grouped if the grouping criteria match.
Any other CLIN/SLIN structures are not grouped.
Option Lines are not grouped even if the grouping criteria match.
Goods and Amount Based Lines are grouped.
Grouping of requisition lines is performed for the Same Contract Type and Cost Constraint.
Grouping of requisition lines is performed even though lines have different Contract Types and Cost Constraints. When grouping requisition lines that have different Contract Types and Cost Constraints, the Contract Type is defaulted to FFP and Cost Constraints is left NULL on the grouped line.
The Requests region consists of a Group By LOV with 2 values: Default and Requisition. The defaulted value is Default. The Requisition method of grouping enables you to allow automatic grouping of lines by the system. The Default method of grouping enables you to make changes/updates to the line numbers so that you have more control over the grouping of the lines. If the lines from the requisition and the existing lines of the award / modification are found to be the same or similar by the system, the Default method of grouping makes the line number of the requisition editable. This means that you can modify the line number to group it with another line if required, provided the grouping follows the rules specified above.
If there are two priced CLINs with different distribution accounts are matched, they are grouped together to finally create one line with multiple distributions. However, different distribution accounts are not allowed in DoD usages. Using the action Convert Distributions to Info SLINs, the multiple distributions lines are converted to Info SLINs. However, the combined priced CLIN is not changed and the resulting lines will be single priced CLINs with Info SLINs that can be grouped.
In order to enable users to incorporate and use funds from a purchase requisition line to an existing line on an award modification, the functionality Add Funds to Awards / Modification is provided in Document Builder. This is usually required while exercising an option or providing incremental funding. Despite the fact that you can add funds to a modification using purchase requisition amendments, some federal agencies prefer to use separate purchase requisitions so that the lifecycle of purchase requisitions can remain short and the request to add funds is tracked separately from the original requisition.
In this process, new distributions are created under the target shipment and the following information is defaulted from the source distribution:
Charge Account
Funded Amount
Requester
Requisition Number
Deliver-To Location
Distribution Amount
Distribution Quantity
User Procedures
Using the appropriate CLM Purchasing responsibility, navigate to the Requisitions tab in Buyer Work Center.
Select one or more requisition lines using the Select checkbox.
Scroll to the right and in the Document Builder window, select the value Add Funds to Awards / Modification from the Type LOV. Ensure that the correct Operating Unit is selected.
Click Add (next to Select Requests: above the requisition lines).
The Document Builder window shows you the recently added items and also enables you to now select the award / modification that you wish to link the requisition line(s) with. Click the Search icon to add the award / modification number you wish to link the requisition line(s) with. The Style field (below the Award / Modification number field) automatically gets populated with the original document style name.
Click Update to open the Add Funds to Awards / Modification page. The Modification number and corresponding document Style are displayed at the top of this page.
Using the Requests region, you need to select a destination shipment for the linking to take place. Use the Search icon at the Shipment column (this is a mandatory column) to select the shipment you need to link the requisition line to.
Click Create to confirm the linking process you initiated. You can remove a requisition line that is eligible for linking by clicking the Remove icon at each eligible requisition line that displays in this page.
The award or modification page opens at the Header tab and you can navigate to the Lines, Schedules and Distributions tab to view the newly added lines/distributions.
In the Distributions tab, you can see that the funding from the purchase requisition lines has been added to the tab. You can update the new distribution(s) and make further changes, if required. You may need to update the quantity at the distribution level to ensure that the total distribution quantity is equal to the shipment quantity.
Status of Linked Purchase Requisition Lines
After you have manually linked one or more purchase requisition lines to a modification or award, the requisition lines now have the Modification Number and/or Award Number field populated with the linked modification/award number. You can see this referenced number in Oracle CLM iProcurement. The purchase requisition lines are neither available in the demand pool (Demand Workbench), nor are they available in the Desktop Receiving pages of Oracle CLM iProcurement.
You can split purchase requisition lines so that several lines may be used to fund smaller amounts of the award lines. Please note that only lines that have a match basis of Quantity can be split.
You may not split the following lines: lines that are used as base lines for options, option lines and informational lines.
The following line types can be split (provided they are quantity-based):
Standalone CLINs
Priced CLINs with Info SLINs
Priced CLINs with Info Funded SLINs
Priced SLINs
To split requisition lines:
Select your requisition line from Demand Workbench page.
Click the Split icon in the Actions column.
Enter the new quantities in the Qty column for each requisition line. The sum of the quantity for split quantity based lines may not exceed the original quantity of the purchase requisition line.
If the quantity of all the split lines is less than the original quantity, then un-reserve of funds takes place for the quantity that is no longer available in the split purchase requisition lines.
Click Save Split to save the split lines and create the new purchase requisition lines. The original purchase requisition is cancelled and the new requisition lines are saved.
Click Cancel Split if you do not wish to split the requisition line and wish to restore the line(s) to the original line.
The Workload Assignment List of Values (LOV) enables Workload Administrators to create a new assignment for a buyer, to add requisition lines to an existing assignment or to remove lines from an assignment. You can also reassign the requisition line to different buyers using the Reassign button. The Reassign button is available only if the profile option PO: CLM PALT & Milestones Enables is set to N.
For more information on creating and using Workload Assignments, please refer to the Workload Assignments chapter in this guide.