As part of modifying the IDV or award, you can either create a new line or edit an existing line. You cannot delete a line that has defaulted from an award or IDV. If you do not want to perform any transactions or actions for that line, you can use the Cancellation Indicator to indicate to the supplier that you will not be performing any further transactions for the line. However the line quantities or services may be received. The Cancellation Indicator for the line has the following values:
No Cost Cancel
Terminated for cause
Terminated for default
Terminated for convenience
If you create a new line, the new line is the last in sequence of lines. A CLIN is created by default and you can add SLINs to it and thus create a CLIN/SLIN structure.
Every modification line is automatically numbered, you cannot change the numbering of an existing line, however you can change the numbering of a newly-added line. The Contract Line (CLIN) and Sub-line (SLIN) structure is used in all CLM documents. A Contract Line records 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 record 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.
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 users.
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).
For more information on the guidelines that govern the numbering of purchasing document lines, please refer to the Appendix - Common CLM Functionality.
For more information on exhibits and CDRLs, please refer to the section ELINs and CDRLs in the Awards chapter in this guide.
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. 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.
Select from the available Contract Types in the Contract Type LOV. Based on the Contract Type selected, a pricing calculation takes place and the item/service is priced on the line.
Enter a Quantity in the Qty field and a Unit of Measure in the Unit field. The Previous Qty field is read-only, however you can update the Change and the Qty fields. If you update the value of the Change field from 0 to 2, and the Previous Qty has a value of 10, the Qty field displays a final value of 12. Any changes in the quantity will automatically affect the calculation of the total amount of the line.
The Amount field gets calculated based on the formula of the Contract Type field, Unit Price, the Quantity and Unit of Measure.
For more details on the various Contract Types and their formulas, please refer to the Appendix - Common CLM Functionality.
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. For more information on Options, please refer to the Appendix - Common CLM Functionality.
You can also perform actions such as Update and Duplicate for each line. 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 Delete action is applicable only to new lines that you create in the modification, you cannot delete lines that have been defaulted from an award or IDV. 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.
You can also perform other actions such as View Post Award Requests, View Change Summary, Unlink Requisition, Revert, Payment Instruction Sequence, Notify, Link to Request Lines, Global Update, Copy, and Convert Funding to Info SLINs.
You use the Unlink Requisition action to unlink the linked requisitions for the Award line/shipment/distribution and create another link for the award line against another requisition document. This action is available only if the document is a CLM modification document. You must select at least one line from the table to use the action. If you select more than one line simultaneously, then the linked PR lines will be unlinked from all such selected lines. Encumbrance is enabled at the operating unit for the award document and the amount that is unreserved is only to the extent of the funds from those PR distributions that are used by that award line.
Note: When you perform the Unlink Requisition action on a modification document, then the unlinked distributions are no longer displayed in the modification document and are not available in the award document after merging the modification document with the award. Until you merge the modified document on which you perform the Unlink Requisition action with the award document, the application automatically applies a full lock on all the distributions and these distributions are not available when another modification is created for the award document. The Unlink Requisition action is not available on distributions that are already received or billed. The Unlink Requisitions action is available from the Modifications - Lines, Modifications - Schedules, and Modifications - Distributions pages.
Using Document Builder, you can add a new requisition line to a modification: In Buyer Work Center, navigate to the Requisitions tab to Demand Workbench and select a new requisition line. Add the new line to the modification.
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, Quantity, Unit, Unit Price, Total Amount. The formula for calculating the Total Amount is also displayed in this region.
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.
If you wish to associate a base line to your option line, select a Option Base Line from the LOV. The option line may or may not be associated with a base line.
Option Number is a system generated number and is non-updateable.
Option Dates are mandatory fields.
The Exercised checkbox enables you to exercise an option line.
The Exercised Date field enables you to enter the date on which you exercised the option. For more information on exercising options, please refer to the section below - Exercising an Option Line.
This region also contains the quantity calculation for your supplies/services. The Previous Quantity field is read-only (that is, non-updateable), and you can either update the Change in Quantity or the Quantity fields. For example, if you enter a final value of 15 in the Quantity field, and the Previous Quantity is 10, the Change in Quantity will be automatically calculated to display 5 as the change in value. You can also enter a value in the Change in Quantity field, and the final Quantity will be automatically calculated. Any changes in the quantity will automatically affect the calculation of the total amount of the line.
In addition, you can change the Unit of Measure for the line quantity by selecting a value from the Unit list of values. For example, if you entered a final value of 20 10Pack (where 10Pack is the unit of measure) in the Quantity field and the Previous Quantity is 10 Each (where Each is the unit of measure), the Change in Quantity field will display 10. The new value for Unit is 10Pack and the calculation of the extended price will be Quantity * Unit Price. You need to modify the Unit Price to reflect the change in the unit of measure. Thus the Unit Price now reflects the price for a 10Pack and not for Each. The Unit Price field displays the new price followed by the Unit of Measure. The change in UOM fields will default the price applicable to that item in terms of changed UOM, therefore the user has to modify the Quantity. The change in Qty fields will be display-only only if previous UOM and Changed UOM are same. If the they are not the same, then Change in Qty fileds will show up as blank. Note that the Unit of Measure can be changed in the modification only if the receipt or Accounts Payable invoice is not created for that line.
For more information on the Inspection and Acceptance Information region, please refer to the Award Lines section in the Awards chapter.
Please note that for existing lines, the Need-By Date and Period of Performance Dates will not be calculated, and you can enter values for the Need-By Date and Promised Date manually. However, the Need-By Date and Period of Performance Dates are updateable in the newly added lines of the modification. For more information, please refer to the Lines and Schedules sections in the Awards chapter.
For more information on delivery event, please refer to the Lines and Schedules sections in the Awards chapter.
Please refer to the section Award Lines in the Awards chapter to learn how to undefinitize a line.
Definitizing a Line
Using the Actions list of values, select the Definitize action in order to definitize outstanding Undefinitized Contract Actions for the line. The Definitized Details region displays. Click Add Actions to select and add one or more outstanding Undefinitized Contract Actions. For an amount based lines, the maximum allowable change in the pricing value as a result of definitization action is the sum of the Not to Exceed Amounts of the selected Undefinitized Contract Actions. For quantity based lines, the maximum allowable change in line total as a result of definitization action is the difference between sum of Not to Exceed Amounts and sum of Undefinitized Amounts of the selected Undefinitized Contract Actions. However, you can still go ahead and change the value of the pricing attributes in case of amount based line and line total in case of quantity based line, such that the actual change is more than the maximum allowable change. In case you select all the outstanding Undefinitized Contract Actions for definitization, the value of Undefinitized would change to No, otherwise the value would remain unchanged as Yes. In case an outstanding Undefinitized Contract Action has already been selected for definitization in a modification, the same will not be available for definitization in any subsequent concurrent modifications.
In case you want to definitize a description based Undefinitized Contract Action, it is mandatory for you to enter value in Definitization Description column. The same is optional for amount based Undefinitized Contract Action. Also, if receiving and/or invoicing has already taken place for a quantity based line prior to definitization, you will not be able to change the Unit Price for such lines during the definitization process, or even otherwise.
Adding Undefinitizing scope to an Undefinitized Line
Select the action Undefinitize from the Action LOV and the Undefinitized indicator changes to Yes. Additionally, the Undefinitized Details region displays with the following fields and you can add the undefinitizing scope to the undefinitized line:
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, and Planned Definitization Date.
When you perform a Description Based Undefinitization, you need to enter data in the following fields: Planned Definitization Date and 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.
You may or may not change the Contract Type and/or Cost Constraint on the modification CLIN/SLIN. You can change the pricing attributes such as Line Type, Unit Price, Unit of Measure and Quantity in addition to changing the Contract Type and/or Cost Constraint.
You can create a new priced CLIN/SLIN in the modification and then update it (while it still has a status of Draft), if required, by changing the Contract Type and / or Cost Constraint or any of the pricing attributes. If the Line Type is Quantity Based or Amount Based, the Line Details page displays the Pricing Details link. Clicking the Pricing Details link displays the Pricing Details popup. Enter any changes you wish to make to the pricing attribute values and the final Total Amount is calculated by the system.
You can update priced CLIN/SLIN in the modification, if required, by changing the Contract Type and / or Cost Constraint or any of the pricing attributes. If the Line Type is Quantity Based or Amount Based, the Line Details page displays the Pricing Details link. Clicking the Pricing Details link displays the Pricing Details popup. Enter any changes you wish to make to the pricing attribute values and the final Total Amount is calculated by the system.
When the modification is submitted for approval, the lines with a total price of 0 (zero) are considered Null and are validated as such by the system. Thus, it is possible to enter and save a CLIN/SLIN with a total price of 0.
The Approver can update the Contract Type and Cost Constraint and the related pricing elements / attributes during the approval process. If the Approver changes the Contract Type and Cost Constraint, the updated Contract Type and Cost Constraint values are displayed in the line.
The Approval notification displays the Contract Type. The approver can view the cost constraint and the associated pricing attributes by clicking on the attachment in the notification.
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, another modification document needs to be created.
For more information on creating default distributions, please refer to the section Distributions in the Awards chapter.
For more information on linking requisition lines to lines / schedules, please refer to the section Linking Requisition Lines in the Awards chapter.
The Distributions tab enables you to enter or update the funded information for the shipment. On partially funded shipments, the modification displays the partial funded amount in the Funded Value field. However, on new shipments, the funded value defaults to the total amount. However this can be modified by you and the funded value may be 0 or less than the shipment amount. The Partial Funded checkbox is selected to indicate that the funded value is less than the shipment amount. The following funding-related fields are in the Distributions tab to capture the funding information:
Partial Funded Flag - indicates if a shipment is partially funded or not. If the Partial Funded checkbox is selected, the Funded Value field is enabled. If the Partial Funded checkbox is not selected, the Funded Value field is not enabled. By default, this checkbox is unselected and the Funded Value gets defaulted with total shipment amount. However, you can fully fund the document even when the Partial Funded flag is checked. If the Partial Funded flag is unselected, and the Funded Value is less than the shipment amount , an error message displays.
Funded Value - enter and save the Funded Value for each distribution in functional currency. Funded Value is an updateable field, provided the Partial Funded checkbox is not selected. The Funded Value cannot be greater than the shipment amount for a distribution. Funded value cannot be negative. In case you do enter a Funded Value that is greater than the total shipment amount or a negative amount, an error message displays.
Quantity Funded - Quantity funded for each distribution and displayed only for Quantity Based lines. The Quantity Funded field is not updateable and is calculated by the system based on the Funded Value. The value of the Quantity Ordered is defaulted to the Quantity Funded field. Quantity Funded gets overwritten if you modify the Funded Value.
Amount Funded - Amount funded in document currency for Amount Based lines only. The Amount Funded field is not updateable and is calculated by the system based on the Funded Value. The value of the Amount Ordered field is defaulted to the Amount Funded field. Amount Funded gets overwritten if you modify the Funded Value.
The Functional Currency code is displayed along with the Funded Value field. The sum of the Funded Value fields of the distributions is displayed at the purchase request line level. Similarly the sum of the Funded Value fields is displayed at the header level.
You may not modify / change the Accounts on the existing Distributions on the PO Modifications page.
None of the Account derivation attributes are available for Modification. If you want to modify the accounts on a distribution, you have to update the funded value on the Distribution to 0 (zero) and then create a new Distribution with the new accounts.
Even if the funding related fields are not updated, the total line value cannot be less than the Funded Value, that is, the Funded Value can not be greater than the total line value.
Funds are locked on the original conformed award when the modification is being approved or merged.
You can check the availability of the funds while creating the modification by selecting the Check Funds action in the Actions LOV in the header and lines pages.
Funds are not reserved or liquidated at the time of modification creation. Every modification needs to be reserved just before approval. It is only during approval that funds are reserved. When the encumbrance action is successful, the modification gets approved. Liquidation/Reservation of the funds takes place when approving the modification.
When the Partial Funded checkbox is selected, the Encumbrance is created for the incremental or decreased funded value while approving the modification. Funds are encumbered in a period as per the GL Date entered while creating the modification.
When the document is approved, the Encumbered Amount on the distribution should be updated with the Funded Value and encumbered flag is set to Yes. However, Distributions that are marked with Prevent Encumbrance flag with a value of Yes are not considered for Encumbrance actions.
Apart from adding option lines to existing CLINs/SLINs, you can also exercise an option line, that is, convert an option line into a line whose supplies/services can be received in the present time if the funds are available. You can exercise an option line by selecting the Exercised checkbox and entering a date in the Exercised Date field. The line that is being exercised may or may not be funded. For more information on funding, please refer to the Funding section in the appendix - Common CLM Functionality and the Funding section in this chapter.
When you select the Exercised checkbox, the Exercised Date defaults to the system date. This is an updateable field. The Exercised Date is a date that should be between the Option From Date and Option To Date.
On a modification, you may or may not choose to exercise the option line. If you do not choose to exercise the option, the Exercised checkbox is not selected, and the Exercised Date field is not entered.
Alternatively, you can create a modification to exercise the option and also enter the funding information for the same line for the Distributions tab (for Awards only - IDVs are not funded).
Therefore, you can create a modification to exercise as well as fund the option line.
When you exercise an option line via a Modification, a notification is sent to the buyer, providing the details of the exercised option line.
Please note that after the option line is exercised and funded (not necessarily fully), CLM ensures that Receiving takes place only for the amount that is funded. Therefore, if the option line is not exercised and funded, then any further transactions such as receiving and invoicing are not allowed.
In the case of IDVs, the option line can only be released after it is exercised.
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.
For more information on the rules governing the Copy action, please refer to the appendix - Copy Action.