Header

Upon submitting a Termination (TM) transaction to Final that references a transaction of the MA Transaction Sub Type, a draft version of the MA transaction is created. Upon submitting the TM to Final, the TM transaction Information (Transaction Code, Transaction Dept, Transaction ID) is passed to the Terminated By (Terminated By Transaction Code, Terminated By Transaction Dept, Terminated By Transaction ID) fields in the Reference section on the Header tab of the newly created draft MA transaction. Upon submitting the TM to Final, the system sets the Award Status field on the Header of the newly created draft MA transaction to a value of Terminated. If the Terminated By fields are populated and/or the Award Status field is Terminated, then all commodity and accounting lines must be closed or an error is issued when submitting the newly created MA transaction. If the Award Status is Terminated, then the Terminated By fields must be populated and vice versa.

If this is the first transaction within a procurement folder, then on validate of a draft transaction, the system assigns a unique Procurement Folder ID on the procurement Header. Or if it is associated with another procurement transaction and that transaction was the first transaction within the Procurement Folder, then Procurement Folder, Procurement Type ID and Procurement Type fields are populated with inferred values on copy forward. When the Procurement Folder ID field is populated indicating that it is associated with a folder, the View Procurement Folder action is activated on the transaction Header allowing users to transition to the Procurement Management page to review other Procurement Folder information associated with this selected folder. Once the user has transitioned to the Procurement Management page a Back link is displayed allowing the user to transition back to the transaction Header where the transition began.

The following fields are required, and if left blank are automatically populated by CGI Advantage:

• Record Date

• Budget FY

• Fiscal Year

• Period

• Procurement Type ID

The following fields are conditionally required based on site specific setup on the Transaction Control (DCTRL) table:

• Transaction Name

• Transaction Description

• Cited Authority

The following fields are conditionally required based on site specific setup on the Procurement Transaction Control (PRDOC) table:

• Issuer ID

• Requestor ID

• Name

• Phone

• Email

• Terms and Conditions Template

• Minimum Order Amount

• Maximum Order Amount

• Reporting 1

• Reporting 2

• Reporting 3

If this is a modification of a Final MA transaction and the Require Reason for Modification check box on the Procurement Transaction Control (PRDOC) table is selected, then the Reason for Modification field is required.

If the Enforce Transaction Department Validation field on the Transaction Control (DCTRL) page is selected, the values entered in the following fields are validated against the Transaction Department to verify that the value entered is authorized for that specific Transaction Department:

• T & C Template

• Issuer ID

• Requestor ID

• Shipping Location

• Billing Location

• Reporting 1

• Reporting 2

• Reporting 3

• Refresh T and C – This action, when selected, looks to the Terms and Conditions (TRMC) page and determines the Last Update Date for all Terms and Conditions (T&C) currently in the Terms and Conditions tab and in the Commodity T&C tab of the transaction.  If the Last Update Date on the TRMC page is greater than the T&C Last Updated Date for the corresponding T&C on the transaction, the system infers over the existing T&C and replaces it with the updated version from the TRMC page. This inference occurs for T&C in both the Terms and Conditions tab as well as the Commodity T&C tab.

• Make All Lines Mandatory Source – This action automatically selects the Mandatory Source flag for all Commodity Lines that currently exist on the MA. Refer to the “Mandatory Source Functionality” topic for more information.

• Load T and C – If a Terms & Conditions Template is selected in the T & C Template field, the Load T & C action must be selected.  After the Load T & C action is selected, all terms and conditions associated with the template are loaded to the Terms and Conditions tab of the MA.

• Ship/Bill To Lines - This action defaults the values entered in the fields on the Default Shipping/Billing section to all blank fields in the Shipping/Billing section for all existing commodity lines.

• Assemble Transaction – This action runs the Transaction Assembly process.  This process assembles specific transaction tabs, all of the attached Terms and Conditions, and all of the Supporting Transactions attached to the transaction within a single formatted PDF transaction. The Transaction Assembly process may be executed during the transaction’s Draft, Pending or Final phase on demand and it is executed automatically when the MA transaction is submitted to final.  The MA transactions allow you to initiate the Assembly Process when the Assemble External Terms and Conditions parameter is set to True on the Applications Parameters table. (Note: Inactive lines will not be assembled if the Hide Inactive Procurement Lines flag is selected upon initiating the assembly request.)  Please refer to the ”Understanding the Assembly Process” topic for more information.

• Reset Buyer – This action (if activated) allows the user to reassign the Buyer/Buyer Team per buyer assignment logic.  Refer to the “Reset Buyer Logic” topic for more information.

• View Assembly Request – This action transitions you to the Assemble Request page. This page allows you to view the current and previous status of the Transaction Assembly process for the selected transaction.

• View Catalogs - This action transitions you to the Catalog Summary Inquiry (CATQ) page. This is a display only view of the Catalog Maintenance table.  When accessed from a Master Agreement, only catalog records associated with the Master Agreement are displayed.  The View Catalogs action is only displayed if at least one record exists on the Catalog Maintenance table for the Master Agreement.  Please refer to the “Catalog Maintenance Table” topic for more information.  

• View Procurement Folder – This action transitions you to the Procurement Management page, which allows you to review other Procurement Folder information associated with the selected Procurement Folder.  The View Procurement Folder action is only active if the Procurement Folder ID field is populated. Refer to the “Procurement Folder Logic” topic for more information.