The Lines tab consists of the following fields:
Line: The Contract Line (CLIN) and Sub-line (SLIN) structure is used in CLM documents, including modifications 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. The CLIN number is a mandatory field if you need to enter and save any other line information.
Similarly, Sub-Lines, which are used to capture additional information about the CLIN, can be priced sub-lines or informational sub-lines. By default, all CLINs are regarded as priced lines.
CLIN numbers are always 4 digit numeric values that fall in the range 0001-9999. Duplicate numbers are not supported and an error message displays if a duplicate number is found. Default CLIN numbers are editable.
SLINS are 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 update. For Informational SLINs, the last 2 digits numeric have values in the range 01-99. For Priced SLINs, 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).
Info: Define an informational line by selecting the Informational checkbox at the line level.
Type: You can select a line type which are broadly classified as Quantity Based or Amount Based.
Item / Job: Selecting a line type from the Type LOV is a factor in determining how the total amount will be calculated for the item/service that the agency wishes to procure. If the Type selected is Quantity Based, then the Item/Job field is enabled and on choosing an item/job, the Description field is automatically populated or you can enter a description. If the Type selected is Amount Based, then the Item/Job field is disabled and on choosing a service, you need to enter a Description.
Contract Type: The Contract Type LOV contains all the Contract Types that can be used for that Line Type. If you select Quantity Based Line Types, the LOV for the Contract Type displays only those Contract Types that don't depend on any pricing attribute other than Quantity and Unit Price for the price calculation. For Amount based lines, the pricing related fields are entered in the Pricing Details popup and the final computed amount is stored for that line. For more information on Contract Types and pricing the line, please refer to the appendix - Common CLM Functionality.
Unit: Unit of Measure
Price: Unit Price for the item
Expiration Date: the date the IDV line expires
Add Slin: Click the colored + icon to add a SLIN to the CLIN. The possible combinations of CLIN/SLINs that are used in CLM are as follows:
Priced CLIN and Informational SLINs
Informational CLIN with Priced SLINS
Note: Priced CLINs may not have Priced SLINs.
Option: You can choose to create an option line on a CLM document that you intend to exercise at a future point in time. Instead of modifying the source document to add the line at a future date, you can enter the anticipated options on the original award. For example, a software purchase can be entered as a base line. This necessarily entails support and training as options for the purchase of a software package. Therefore support and training can be entered as option lines as the vendor has promised them. At a later date, the options of support and training can be exercised because the vendor has now promised to deliver support and training. The option lines of support and training, once exercised, can be received and invoiced as well. An option line can be created without having a base line. A CLIN or SLIN can be further defined as an Option Line. An Option Line stores and displays information that is used at a future point in time.
An Option Line is numbered in the same way as a CLIN or a SLIN. For more information on numbering CLINs and SLINs, please refer to the section Numbering CLINs and SLINs in Appendix A. An Option Line can be Priced or Informational. An Option Line cannot have any further option lines associated to it. 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. 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.
To enter line information in the IDV, click the Lines tab. Enter the relevant information on the line, and then click the Update icon (pencil icon) to enter further details in this tab.
More on CLINs / SLINs:
Copy options:
Select an entire CLIN/SLIN structure and copy it to a new CLIN/SLIN structure.
When you copy a SLIN, a new SLIN is created in the CLIN/SLIN hierarchy.
When a Standalone CLIN is copied, a new CLIN is created.
When copying CLINs or SLINs, the data on the lines are also copied to the new lines, that is, the data on the original line(s) is the same as the data on the copied lines(s).
Search - You can search for lines, using line numbers, along with other search criteria, in the Search pages.
For more information on exhibits and CDRLs, please refer to the section ELINs and CDRLs in the Awards chapter in this guide.
Copy Lines action
The Copy Lines : Specify Copying Options page enables you to copy CLIN/SLIN structures 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, you can specify that the 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.
Contract Type: There are some seeded Contract Types in CLM, that you can select. The Contract Type is a major factor in determining the price of the line.
Cost Constraint: A Cost Constraint is an indicator at CLIN/SLIN level that controls the pricing or the document printing behavior for that CLIN/SLIN.
IDC Type: Indefinite Delivery Contracts (IDCs) are contracts for supplies and/or services that do not procure or specify a firm quantity of supplies (other than a minimum or maximum quantity) and that provide for the issuance of orders for the delivery of supplies during the period of the contract. The values for IDC Type are: Not Applicable, Definite Quantity, Indefinite Quantity, Requirements. The combination of IDC type and the contract type determines the pricing calculation for the lines.
Extended Price: The Extended Price is a calculated field, it displays the formula that went into the price calculation as a caption below the Extended Price value.
You can open a popup window called Pricing Details for Amount Based Lines. This popup enables you to input the values for the pricing elements and calculates the line amount. The pricing elements that are derived from the calculation logic are view-only fields and you cannot update them. The popup has a Calculate button to calculate the final price (Total Amount) and any other calculated pricing elements.
For more information on Pricing, please refer to the appendix - Common CLM Functionality.
The Option checkbox in the Option region enables you to specify whether the line should be treated as an Option line. You can convert a regular line into an option line, and an option line into a regular line by toggling this check-box. The system displays a warning before allowing the change. Click Continue to proceed with the conversion or Cancel to retain the existing lines as is.
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.
Option Num (Number) is a system generated number and is non-updateable.
Option Dates are mandatory fields.
The fields in this region provide information that enable the IDV to designate a particular classification code 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 that classifies an item.
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: Enables you to select from established Program Codes. Programs are also agency-defined and can be used to group and report purchases under a particular program.
The fields in this region enable you to provide specific details about the item that will 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 composes 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.
Order Start Date: The date in which orders can begin to be issued against the IDV line. When creating orders against an IDV, the start date in conjunction with the end date define the period in which orders can be created against the IDV line. The Order Start Date is equal to or after the Effective Date. The Order End Date should be after the Order Start Date. When orders are created referencing the IDVs, the Order Effective Date should be within this date range (Order Start Date and Order End Date). This date validation is carried out when the order is submitted for approval.
Order End Date: Date in which orders can no longer be issued against the IDV line. When creating orders against an IDV line, the start date in conjunction with the end date define the period in which orders can be created against the IDV line. This Order End Date (at the line level) should be equal to or less than the Order End Date at the header level. This validation occurs only when the Order Start Date and Order End Date are entered at the header level.
Maximum Total Amount: The maximum amount that can be ordered over the life of the contract line. This field is used to ensure that a maximum amount is ordered against an IDV line. For example, if the Maximum Total Amount is $1000, all order lines created against the IDV line cannot (in total) exceed this amount. Therefore, you could have 3 orders, Order #1 - Line 0001 for $500, Order #2 - Line 00001 for $250 and Order #3, Line 0001 for $200, all of which total $950 and does not exceed the maximum amount. However, if Order #4 is created with line 0001 for $100 and references the IDV line, the system will prevent the order from being approved because it exceeds the constraint.
Minimum Total Amount: The minimum Amount that must be ordered over the life of the contract line. This field is used to ensure that a minimum amount is ordered against an IDV line. For example, if the IDV has a Minimum Total Amount of $80, and the IDV line amount is $100, then a minimum $80 of orders will be created against the IDV line. So there could be 3 orders created and in total they should exceed $80 during the life of the contract. This field is user-enterable and is not validated by the system.
Maximum Total Quantity: The maximum quantity that can be ordered over the life of the contract line. This field is used to ensure that a maximum quantity is ordered against an IDV line. For example, if the Maximum Total Quantity is $1000, then all order lines created against the IDV line cannot (in total) exceed this quantity. Therefore, you could have 3 orders, Order #1 - Line 0001 quantity 500, Order #2 - Line 00001 quantity 250 and Order #3, Line 0001 quantity 200, all of which total 950 and does not exceed the maximum amount. However, if Order #4 is created with line 0001 for quantity 100 and references the IDV line, the system prevents the order from being approved because it exceeds the constraint.
Minimum Total Quantity: The minimum quantity that must be ordered over the life of the contract line. This field is used to ensure that a minimum quantity is ordered against an IDV line. For example, if the IDV has a Minimum Total Quantity of 80, and the IDV line amount is 100, then a minimum 80 of orders will be created against the IDV line. So there could be 3 orders created and in total they should exceed 80 during the life of the contract. You can manually ensure that the minimum is met procedurally via reports/queries and the enforcement is typically done as a part of the contract close-out procedures.
Maximum Per-Order Amount: The maximum Amount that can be ordered for the contract line on an individual order. This field is used to ensure that an individual order meets the maximum amount required for an IDV line. For example, if the IDV has a Maximum Per-Order Amount of $120 when an order is created against the IDV line it must have a total line amount of $120 or less. If the amount is greater than $120 then the order will not be approved.
Minimum Per-Order Amount: The minimum Amount that must be ordered for the contract line on an individual order. This field is used to ensure that an individual order meets the minimum amount required for an IDV line. For example, if the IDV has a Minimum Order Amount of $80 when an order is created against the IDV line it must have a total line amount of $80 or greater. If the amount is less than $80 then the order will not be approved.
Maximum Per-Order Quantity: The maximum quantity that can be ordered for the contract line on an individual order. This field is used to ensure that an individual order meets the maximum quantity required for an IDV line. For example, if the IDV has a Maximum Per-Order Quantity of 100, when an order is created against the IDV line it must have a quantity of 100 or less. If the amount is greater than 100 then the order will not be approved.
Minimum Per-Order Quantity: The minimum quantity that must be ordered for the contract line on an individual order. This field is used to ensure that an individual order meets the minimum quantity required for an IDV line. For example, if the IDV has a Minimum Per-Order Quantity of 50, when an order is created against the IDV line it must have a quantity of 50 or greater. If the quantity is less than 50 then the order will not be approved.
Total Amount Ordered: This is a calculated field that tracks the total amount that was ordered against the IDV line. This field is utilized to determine how much of the IDV line has already been ordered.
Total Amount Remaining: This is a calculated field that displays the amount for the IDV line that has not yet been ordered. This field is utilized to determine how much of the IDV line is left to order.
Total Quantity Ordered: This is a calculated field that tracks the total quantity that was ordered against the IDV line. This field is utilized to determine quantity already ordered for a given IDV line.
Total Quantity Remaining: This is a calculated field that displays the quantity for the IDV that has not yet been ordered. This field is to determine how much of the IDV line is left to order.
Price Breaks region
The Price Breaks region enables you to enter price breaks for the IDV. For example, the following price breaks could be entered:
| Quantity | Break Price |
|---|---|
| 1 - 10 | 100 |
| 11 - 20 | 90 |
| 21 - 30 | 80 |
| more than 30 | 70 |
You can also enter the Discount field to calculate the price break. Enter the effective dates to indicate the time limits for the price breaks.
The Organize Lines page consists of 2 regions: Current Structure (source) and Target Structure (destination). Select one or more lines by clicking on the Select checkbox in the Current Structure region. Then select the type of move you wish to perform using the Select Action LOV in the Target Structure region. Select from one of the 3 possible values: Move After Selected Line (moves the line after the line you selected in the Edit Lines page), Move Before Selected Line (moves the line above the line you selected in the Edit Lines page) and Move as sub-line(s) under selected line (moves a line as a SLIN under a CLIN).
The action Move as sub-line(s) under selected line is not applicable for :
Option SLINs without a base line
SLINs that are base lines to other option lines
CLINs containing cross-linked option lines
Click Done to save and apply your changes and return to the Lines page. The Lines page displays, showing you the new structure of the lines.
Global Update enables you to add common field values for multiple lines or update common field values for multiple lines on draft CLM documents.
Navigate to the IDV 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 IDV lines.
If you want to add a new value to the lines, such as Order Start Date or Order End Date, enter the value in the Global Update Lines page and click Apply. If you want to update / replace the original field value(s) with a new field value, such as Maximum Total Amount or Min Total Quantity, select or enter the new field value and click Apply. A message confirming that the update was successful displays in the Update CLM IDV page. You can navigate to individual IDV lines to verify that the update has taken place for the fields you specified.
Note: You cannot blank out any existing values using Global Update. You can only update add or update a value.