Multiple Modifications (or Multi-Mods) for awards or IDVs are created by searching for, and selecting one or more awards or IDVs to modify. You can then specify the updates / revisions and submit these changes as a concurrent request. Individual modifications are created simultaneously for each award or IDV that is selected in the batch and the updates are performed subsequently on each of the modifications. You have the option to either automatically submit the modifications for approval or you can manually submit each Modification for approval, after reviewing the changes. When the modifications are approved, you can view the conformed document(s) to verify that the changes have actually taken place.
There are three distinct types of multiple modifications that can be created for awards or IDVs:
Multiple Modifications - to perform administrative changes on a set of contract documents (such as an office, location, contact, contract terms and clause updates; adding, deleting and replacing clauses, etc).
Supplier Name Change - to update multiple awards or IDVs with a new or updated supplier name. In addition, administrative changes mentioned above as well as contract terms and clause updates can also be performed.
Supplier Change (Novation) - to update multiple awards or IDVs with new supplier information (such as a different supplier, supplier site, address, contact, remit-to address, etc). In addition, administrative changes mentioned above as well as contract terms and clause updates can also be performed.
Please note that modifications that update the contract value or funding information cannot be created via Multiple Modifications and must be created as individual modifications.
Click the Multiple Modifications tab in Buyer Work Center. The Multiple Modifications page consists of two regions: Search and Select Documents and Draft Multiple Modifications Set.
The Search and Select Documents region consists of search criteria fields for which you need to provide some values. For example, enter the Document Type as Award or IDV with Lines to narrow down your search for the CLM documents.
You can enter partial field values as your search criteria. The system shows you search results that matches the partial search criteria. For example, enter "PST" in the Modification field. Every modification with a number that starts with "PST" is displayed in the search results.
You can enter additional search criteria using the Add Another list of values. Select additional criteria such as Effective Date, Contract Clause, COTR Office, D-U-N-S Number, or CAGE, and click Add to add the field to your existing search criteria fields. Search criteria fields that you add are displayed below the existing search criteria fields. Enter values for the search fields and then click Go to view the search results.
Please note that by default the search results only display the supplier name as the updated name as per the system records. Use the original supplier name as a search criteria, if you would like to search for documents based on the supplier's original name, as stored in the contract documents.
If the Header of an award is locked by any modification, then Multiple Modifications for Supplier Change or Supplier Name Change will fail. The failed Award/IDV Numbers will be listed in the concurrent program output file.
Similarly, if an address or contract clause is locked by any modification, then the Multiple Modification request for address/contract clause change will fail.
When the search results (list of awards or IDVs) are displayed in the search results region, a Select checkbox is also displayed at the start of each row. Use this Select checkbox to choose the multiple awards or IDVs to be modified in a batch. A blue dot displays next to an award or IDV number, if the document has one or more active modifications already created for it. Select one of the following values from the Actions LOV and click Go:
Create Modifications
Create Modifications for Supplier Change
Create Modifications for Supplier Name Change
Note: If you select the Create Modifications action, you can select awards or IDVs that are created for different suppliers. However if you select the Create Modifications for Supplier Change action or the Create Modifications for Supplier Name Change action, you need to ensure that the awards or IDVs that you select have the same supplier entered on them. Otherwise an error message informing you that you need to select the same supplier displays and you will not be allowed to proceed until you have made the necessary changes to the selection.
The Draft Multiple Modifications Set region enables you to view various batches of multiple modifications that you have created and saved, intending to process the sets at a later period. Please note that the individual modifications will not display in this region, only the sets of modifications that are identified by a Description (set name) are displayed in this region.
The Type column indicates the type of multiple modifications you had selected from the Actions LOV in the Search and Select Documents region described below. The Creation Date field is also displayed. In addition, the Validation Status column displays the relevant link / information, when the value of the Type column is Create Modifications for Supplier Change or Create Modifications for Supplier Name Change. The Validation Status column does not display any value if the Type of the multiple modification set is Create Modifications.
After selecting one of the three actions (Create Modifications, Create Modifications for Supplier Change, and Create Modifications for Supplier Name Change) and clicking Go, the Specify Change Details - Multiple Modifications page displays. This page has the following regions:
Modification Details region - This region enables the contracting specialist or contracting officer to enter the modification information that pertains to all modifications that are to be created for this change. The mandatory fields such as Multiple Modifications Description need to be entered.
The Contracting Officer and Bilateral Indicator field values need to be specified if you need to obtain the relevant signatures from all parties during the approval process. In addition, you need to ensure that the supplier contact information is entered, otherwise an error message will display. Also, you need to enter the number of copies and an Acknowledge By (date) in order to obtain the relevant signatures. For more information on Bilateral Signature, please refer to the section Electronic Signature for a Modification in this chapter.
The Initiate Approval checkbox enables you to send all the modifications for approval as a batch, immediately on creation of the modifications. If you select the Initiate Approval checkbox, you also need to select a value from the FPDS Approve without Reporting Reason LOV, so that the modifications are approved automatically without going through the CAR (Contract Action Report) creation process. The Reason LOV in the Edit FPDS-NG Reporting Action page is the same LOV as the FPDS Approve without Reporting Reason LOV. (The Reason LOV is displayed only when the Reporting Method selected is None and the Approved without Reporting checkbox is selected.) If the modifications are to be reported to FPDS-NG, the Intiate Approval checkbox may not be selected. This would allow you to manually report the modifications individually to FPDS-NG, prior to approval. For more information on FPDS-NG, please refer to the chapter Federal Procurement Data System - Next Generation in this guide.
The Modification Justification region enables you to enter the modification justification details such as Modification Authority, Authority Text and Justification.
The Addresses region is the first region where you make the data updates that will be applicable to all the modification documents that have been created simultaneously for the set of awards or IDVs that you selected. Please note that you can update the addresses, locations and contacts for all the offices (Address Type field), except the Modification Administration Office and Modification Issuing Office. The values for these two offices (Address Type) are defaulted on this page from the Preferences > Purchasing CLM Defaults page (the values are defaulted from the Administration Office and Issuing Office fields). Enter a new address, location or contact by selecting the appropriate value from the search LOV that appears when you click the magnifying glass icon.
Note: If an address is not required to be updated, then no data should be entered for that address. Any such entered data is treated as an update to the existing information via a modification.
Update Clauses region enables you to add, delete or replace clauses in the Contract Terms. Select the Add option from the Action LOV to add a clause. The selected clause(s) are added to the document. The clause needs to be defined in the contracts template and should have a default section. The new clauses are thus added to the default section in the template. If there is no default section, the clauses will not be added to the document. The To Clause LOV allows you to select a clause from the Contract Terms Library. Click Add Another Row to select another clause-update-related action for the multiple modifications. The Delete action enables you to remove a selected clause or clauses from the Contract Terms (provided that clause exists in the Contract Terms) of the modification documents. Using the Replace action, you can substitute a clause with another, provided the original clause exists in the Contract Terms of the modification documents. Use the Remove (trashcan) icon to remove a clause.
Please note that all the above-mentioned actions are applicable only to Standard Clauses.
The Documents Selected for Multiple Modifications region lists all the awards or IDVs that you selected in the Search region of the previous page. A blue dot displays next to each award or IDV number that has an active modification associated with it. Use the Delete action to remove any of the selected documents from the batch. No modification will be created for documents removed from the batch.
Click Cancel to undo your changes and return to the Multiple Modifications Search page.
Click Save to save your work and process the multiple modifications batch at a later point in time. The saved multiple modifications set will appear in the Draft Multiple Modifications set region in the Search page.
Click Submit to invoke the concurrent request that will create the modifications with the relevant data and submit the modifications for approval (if Initiate Approval is selected). After you click Submit, a Confirmation message appears at the top of your page, displaying the concurrent request number that has been submitted for your multiple modification batch.
Some validations that occur during submission:
If the award or IDV is associated with a document style in which the Concurrent Modification checkbox is not selected, and the award or IDV already has an active modification, then an error message is displayed.
The award or IDV is associated with a document style in which the Concurrent Modification checkbox is selected; if that award or IDV already has an active modification that is updating the same field(s) as the ones being updated in the Multiple Modification, then an error message is displayed.
If a mandatory field is not entered, such as new Supplier Site for Supplier Change request, then an error message is displayed.
Navigate to the Reports > View Requests page to track the status of the Multiple Modifications concurrent request (the name of the concurrent program / request is Create Multiple Modifications and cannot be run from the Requests window or page, it can only be generated by the Submit action in the Specify Change Details - Multiple Modifications page. The Requests page enables you to view the Request ID and the Name fields to accurately find your concurrent request. If the Phase of the request is Completed and the Status is Normal, you can proceed to view the Output of the concurrent program by clicking the icon in the Output column. The Output page displays four kinds of lists :
List of Successful Documents
List of Documents with Warnings (either System Generated Description (SGD) was not generated or Approvals were not initiated)
List of Ignored Documents (No relevant changes to create Modification)
List of Error Documents
If your modifications have been successfully updated, the set of modification documents will display in the List of Successful Documents sorted by modification number. The modification number is the award or IDV number with a control suffix (for example, C0001). For more information on modification numbering, please refer to the Document Numbering section in the Appendix - Common CLM Functionality.
If your modifications cannot be processed unless the system generated description is generated or the approval is initiated or if there are document submission check warnings, the list of modification numbers will show up in the List of Documents with Warnings. The List of Ignored Documents indicate that the concurrent program has not attempted to create the modifications listed; for example, if the clause updates are not applicable, the multiple modifications will not be created and the document numbers will be listed in the Ignored Documents list. The List of Error Documents displays those modifications whose creation encountered unexpected errors, such as another user updating the document / field(s) at the same time.
You will need to perform your next course of action depending on what the lists of the Output display.
Click the Home link at the top of the page to return to Buyer Work Center. If the List of Successful Documents displays modification numbers, navigate to the Awards or IDVs pages and then to the Modifications sub-pages to verify that the base document has indeed been updated and that the status of the modification(s) is Approved and Merged.
In case your modifications are listed in the Warnings, Ignored or Error lists, you will need to revisit each award or IDV / modification document to correct the errors individually and re-submit the modification documents as another batch.
In the Multiple Modifications main page, using the Search and Select Documents region, search for the awards or IDVs you wish to modify. You can look for your documents using the given search criteria or by adding additional search criteria fields such as Original Supplier, Supplier Site, etc.
Please note that your search results always display the updated (new) supplier name from the vendor master information. However, you still need to modify the awards or IDVs to update the supplier name on the awards or IDVs using multiple modifications. If the supplier name is not updated via multiple modifications, the printing of the document will reflect the original supplier name and not the new supplier name.
Using the Search and Select region, after you have chosen a set of awards or IDVs that you wish to modify as a batch and selected the Create Modifications for Supplier Name Change from the Actions LOV, the Specify Change Details - Multiple Modifications for Supplier Name Change page displays. This page is similar to the Specify Change Details - Multiple Modifications page.
This page has the same regions as the Specify Change Details - Multiple Modifications page, along with an additional region for Supplier Name change. For more information on the other regions such as Modification Details, Modification Justification, Addresses, Update Clauses, Documents Selected for Multiple Modifications, please refer to the section Create Multiple Modifications.
The Supplier Name Change region enables you to view two fields relevant to supplier name change: the Existing Supplier Name field and the New Supplier Name field. Both these fields are read-only and you cannot modify their values. The existing supplier name is the original supplier name that is captured and stored as part of a contract during the contract approval. The new supplier name is the name of the supplier at this point in time, as per the supplier master information. You can only verify that the values are the ones you wish to modify. If you do not see the correct values in the region, you will need to notify your administrator to update the vendor master information. If the values are correct and you wish to proceed with changing the supplier name in the awards or IDVs, enter the other required changes and then click Save or Submit.
The Documents Selected for Multiple Modifications region lists all the awards or IDVs that you selected in the Search region of the previous page.
Click Cancel to undo your changes and return to the Multiple Modifications page.
Click Save to save your work and process the multiple modifications batch at a later point in time. The saved multiple modifications set will appear in the Draft Multiple Modifications set region. Please note that the Draft Multiple Modifications set region has a column Validation Status which will always display the value Not Applicable for the multiple modifications for supplier name change.
Click Submit to invoke the concurrent request that will update the modifications with the relevant data and submit the modifications for approval. After you click Submit, a Confirmation message appears at the top of your page, displaying the concurrent request number that has been submitted for your multiple modifications for supplier name change batch.
However if the existing supplier name and the new supplier name are the same (indicating that the supplier name in the vendor master has not been changed to the new name), you will see an error message informing you that the names are the same and you cannot proceed with the multiple modifications for the selected documents. In such a case contact your administrator for updating the vendor master information with the new supplier name.
If the award or IDV is associated with a document style in which the Concurrent Modification checkbox is not selected, and the award or IDV already has an active modification, then an error message is displayed.
The award or IDV is associated with a document style in which the Concurrent Modification checkbox is selected; if that award or IDV already has an active modification that is updating the same field(s) as the ones being updated in the Multiple Modification, then an error message is displayed.
If a mandatory field is not entered, such as new Supplier Site for Supplier Change request, then an error message is displayed.
Navigate to the Reports > View Requests page to track the status of the Multiple Modifications concurrent request (the name of the concurrent program / request is Create Multiple Modifications and is cannot be run from the Requests window or page, it can only be generated by the Submit action in the Specify Change Details - Multiple Modifications for Supplier Name Change page. The Requests page enables you to view the Request ID and the Name fields to accurately find your concurrent request. If the Phase of the request is Completed and the Status is Normal, you can proceed to view the Output of the concurrent program by clicking the icon in the Output column. The Output page displays four kinds of lists:
List of Successful Documents
List of Documents with Warnings (either System Generated Description (SGD) was not generated or Approval was not initiated)
List of Ignored Documents (No relevant changes to create Modification)
List of Error Documents
If your modifications have been successfully updated, the set of modification documents will display in the List of Successful Documents sorted by modification number. If your modifications cannot be processed unless the system generated description is generated or the approval is initiated or if there are document submission check warnings, the list of modification numbers will show up in the List of Documents with Warnings. The List of Ignored Documents indicates that the concurrent program has not attempted to create the modifications listed; for example, if the clause updates are not applicable, the multiple modifications will not be created and the document numbers will be listed in the Ignored Documents list. The List of Error Documents displays those modifications whose creation encountered unexpected errors, such as another user updating the document / field(s) at the same time.
You will need to perform your next course of action depending on what the lists of the Output display.
Click the Home link at the top of the page to return to Buyer Work Center. If the List of Successful Documents displays modification numbers, navigate to the Awards or IDVs pages and then to the Modifications sub-pages to verify that the base document has indeed been updated and that the status of the modification(s) is Approved and Merged.
To verify that the supplier name change has been successfully performed, navigate to one of the base awards or IDVs. Click the Addresses and Supplier Details tab and scroll down to the Supplier Details region. The Original Supplier Name field shows you the original name of the supplier, before you updated the supplier name using multiple modifications.
In case your modifications are listed in the Warnings, Ignored or Error lists, you will need to revisit each award or IDV / modification document to correct the errors individually and re-submit the modification documents as another batch.
A Supplier Change implies a business scenario where a supplier may have merged with another vendor, or a supplier may have been taken over by another vendor or a supplier may have split the existing business into distinct business units. There could be other scenarios where a Supplier Change is performed in a business; the above are some common examples. In order to capture supplier changes in CLM:
The contracting professional needs to sign on an approval document for proceeding with the supplier change process.
The vendor master information needs to be updated with the supplier-related data changes. If required a new vendor record is also to be created.
Any existing awards or IDVs with the original supplier information also need to be updated using the Multiple Modifications tab.
Any existing receipts and invoices that are in-progress transactions need to be managed and completed, given the new supplier change scenario. Receipts and Invoices are not automatically updated by the system and it is expected that the contracting officers and contracting specialists handle these documents using their business process.
Using the appropriate CLM Purchasing responsibility, navigate to Buyer Work Center > Multiple Modifications page.
In the Multiple Modifications main page, using the Search and Select Documents region, search for the awards or IDVs you wish to modify. You can look for your documents using the given search criteria or by adding additional search criteria fields such as Original Supplier, Supplier Site, etc.
Please note that your search results always display the updated (new) supplier name from the vendor master information. However, you still need to modify the awards or IDVs to update the supplier information on the awards or IDVs using multiple modifications. If the supplier information is not updated via multiple modifications, the printing of the document will reflect the original supplier details and not the new supplier details.
Using the Search and Select region, after you have chosen a set of awards or IDVs that you wish to modify as a batch and selected the Create Modifications for Supplier Change from the Actions LOV, the Specify Change Details - Multiple Modifications for Supplier Change page displays. This page is similar to the Specify Change Details - Multiple Modifications page, except for some additional regions:
This page has the same regions as the Specify Change Details - Multiple Modifications page, along with additional regions for Supplier Change. The Supplier Change (Novation) region enables you to view the existing supplier name (this is a view-only field). The New Supplier Name LOV enables you to select the new supplier name. This could be a merged or acquiring supplier or any other supplier. Only active suppliers (those vendors who have not been put on hold in the system) are displayed in the LOV. Enter a past, present or future date in the Novation Effective Date field. Novation Effective Date is the date from which the Novation agreement between the agency and the vendors are valid.
Use the Update Supplier Site Details to update the supplier site and the supplier contact. The New Supplier Site and New Supplier Contact LOVs enable you to select the relevant site and contact person for the changed supplier. New Supplier Site is a mandatory field, and if you do not select a value from the LOV, an error message is displayed. If you do not select a supplier contact, the new supplier contact field will remain null.
Note: If the selected documents for modifications have multiple supplier sites, each of the sites are listed by the system and you will need to provide a new supplier site value for each supplier site.
The Update Supplier Address Details enables you to specify the new Remit To Address using the LOV. The Operating Unit and the Existing Remit To Address are displayed in this region as well.
For more information on the other regions such as Modification Details, Modification Justification, Addresses, Update Clauses, Documents Selected for Multiple Modifications, please refer to the section Create Multiple Modifications.
When you have completed entering the supplier change and other relevant details, perform one of the following:
Click Cancel to undo your changes and return to the Multiple Modifications page.
Click Save to save your work and process the multiple modifications batch at a later point in time. The saved multiple modifications set will appear in the Draft Multiple Modifications set region.
When supplier change scenarios occur, the contracting specialist cannot create modifications directly without first checking the existence of downstream documents, such as receipts and invoices. Click Check Exceptions to submit the Generate Exceptions - Supplier Change concurrent program. This concurrent request generates the supplier change (Novation) related exceptions, for example, unmatched invoices or receipts, partly paid invoices, etc. The contracting specialist or contracting officer is expected to review these exceptions, satisfy themselves about the handling of these documents appropriately using their business process, before submitting the concurrent program to create the modifications. For more information on handling these documents, please refer to the Appendix - Troubleshooting Tips: Multiple Modifications for Supplier Change. The Confirmation message with the concurrent request name and the concurrent request ID are displayed in the Multiple Modifications main page and not in the Specify Change Details - Multiple Modifications for Supplier Change page. Scroll down to the Draft Multiple Modifications set region in the Multiple Modifications page. You should be able to see your multiple modifications batch (identified by the Description field), with a link Validated with Warnings in the Validation Status column. Click the Validated with Warnings link to open the Exceptions page. If the concurrent request is not complete, Not Validated appears in the Validation Status column.
Click View Exceptions and Continue in order to view the Exceptions page and proceed with the multiple modifications processing. The View Exceptions and Continue button is disabled during the time you have completed updating the Specify Change Details - Multiple Modifications for Supplier Change page. However, the Check Exceptions button is enabled and it is this button you use to submit the concurrent request for generating the exceptions for the multiple modifications batch. If you have saved your batch and then return to it after running the generate exceptions concurrent request, the View Exceptions and Continue button will be enabled for you to use. Clicking this button opens the Exceptions page.
The Exceptions page displays all the exceptions for this set of multiple modifications. The Exceptions Summary region displays the relevant Document Number (award or IDV number), Document Type (award or IDV), Exception Category (Invoice, IDV or Receipt), Exception Type, etc. You can also choose to view the exception details by selecting the eyeglass icon in the View Exception column. You can choose to remove the document from the multiple modifications set or batch.
Click Export to export all the exceptions for this batch to a comma separated value (csv) spreadsheet.
When you click on the eyeglass icon in the View Exception column, the Exception Details page displays the exception information for that batch of awards or IDVs. Search for a document by Document Type or Document Number. The exception details display in the region below the Simple Search fields. Click the Return link to go back to the Exceptions page.
You can opt to remove a document from the batch using the Remove (trashcan) icon in the Documents selected for Supplier Change (Novation) region. Below this region, select the checkbox next to the confirmation message, if you are sure that you will resolve the issues that caused the exceptions by using the appropriate module (Accounts Payables or Receiving). It is only when you select the checkbox that the Submit button is enabled. Click Submit to proceed. The Multiple Modifications page displays with a confirmation message that the Create Multiple Modifications concurrent request has been submitted. Use the request ID displayed to view the progress of your concurrent request.
Navigate to the Reports > View Requests page to track the status of the Multiple Modifications concurrent request (the name of the concurrent program / request is Create Multiple Modifications and cannot be run from the Requests window or page, it can only be generated by the Submit action in the Exceptions page. The Requests page enables you to view the Request ID and the Name fields to accurately find your concurrent request. If the Phase of the request is Completed and the Status is Normal, you can proceed to view the Output of the concurrent program by clicking the icon in the Output column. The Output page displays four kinds of lists:
List of Successful Documents
List of Documents with Warnings (either System Generated Description (SGD) was not generated or Approval was not initiated)
List of Ignored Documents (No relevant changes to create Modification)
List of Error Documents
If your modifications have been successfully updated, the set of modification documents will display in the List of Successful Documents sorted by modification number. If your modifications cannot be processed unless the system generated description is generated or the approval is initiated or if there are document submission check warnings, the list of modification numbers will show up in the List of Documents with Warnings. The List of Ignored Documents indicates that the concurrent program has not attempted to update the modifications listed; for example, if the clause updates are not applicable, the multiple modifications will not be created and the document numbers will be listed in the Ignored Documents list. The List of Error Documents displays those modifications whose creation encountered unexpected errors, such as another user updating the document / field(s) at the same time.
You will need to perform your next course of action depending on what the lists of the Output display.
Click the Home link at the top of the page to return to Buyer Work Center. If the List of Successful Documents displays modification numbers, navigate to the Awards or IDVs pages and then to the Modifications sub-pages to verify that the base document has indeed been updated and that the status of the modification(s) is Approved and Merged.
In case your modifications are listed in the Warnings, Ignored or Error lists, you will need to revisit each award or IDV / modification document to correct the errors individually and re-submit the modification documents as another batch.
For every modification document that is created for supplier changes, a notification is sent to the approver. The notification contains the original and new supplier details and also a link to view the exceptions list related to the IDVs, Receipts and Invoices of the modifications.