Header

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 field is conditionally required based on site specific setup on the Procurement Transaction Control (PRDOC) table:

• PCard ID

• Out of Total Responses

• Response Number

• Requestor ID

• Name

• Phone Number

• Email

• Reporting 1

• Reporting 2

• Reporting 3

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:

• PCard ID

• Escrow ID

• Accounting Profile

• Terms Template

• Agreement Dept

• Issuer ID

• Requestor ID

• Shipping Location

• Billing Location

• Reporting 1

• Reporting 2

• Reporting 3

• FN Doc Dept

If the Require Terms and Conditions Template check box is selected on the Procurement Transaction Control (PRDOC) table, then a template must be selected in the Terms and Conditions Template field. The pick list allows you to select from pre-defined templates set up on the Terms and Conditions Template (TRMTM) table. After the Terms & Conditions Template is selected in the Terms and Conditions 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 PO.

If this is a modification of a Final PO 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.

Track Changes is used to designate whether or not to track the changes made to a Purchase Order during a modification. Tracking the changes consists of incrementing the Change Order Number field on the modified Purchase Order.

Modified is used to identify which lines and components of a transaction are modified on a Purchase Order. This flag is set by the system when the Track Changes check box is selected.

The Reason for Modification field indicates the reason that the transaction is being modified.  

• If the Require Reason for Modification flag on the Procurement Transaction Control (PRDOC) table is selected for the selected transaction code, then the Reason for Modification field is required for modification or cancellation versions of the transaction.

• The Reason for Modification field on the various Grant transactions indicates the reason that the transaction is being modified. The Reason for Modification field is blanked out automatically on Cancellation versions of the Grant Opportunity transaction. The Reason for Modification field is required if the Grant Opportunity transaction has a Function of Cancellation.

• For Modification or Cancellation versions of transactions within the Travel Transaction type, this field is required if the Modification Reason Required flag is checked for that particular transaction code on the Transaction Control (DCTRL) page.

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.

Note: The value in the Allow Partial Receipts field defaults from the Procurement Transaction Control (PRDOC) table and cannot be changed. If the Allow Partial Receipt of a Transaction field on the PRDOC table is selected, then the partial receipt of ordered goods and services is allowed. If not selected, an Override must be applied to partially receive commodity lines. If a matching commodity is used then matching payment request line is not generated until the commodity line is fully received.

• 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 PO.

• 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.

• Load Accounting Profile – This action loads the selected Accounting Profile to the Accounting Distribution tab.

• 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 PO transaction is submitted to final.  (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.

• Matching Status – This action transitions you to the Matching Status (MATA) page and is filtered by the Transaction Code, Transaction Department and Transaction ID of the PO Transaction Type transaction that was being viewed. If no match is found, then the MATA page is displayed with a blank record.

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

• Apply Tax Profile – This action is used to apply the Tax Profile entered on the Header to all Tax Profile fields on the Commodity lines. This allows users to enter a single Tax Profile and have it propagate throughout the Commodity component with a single click, significantly reducing data entry.