Termination (TM)

Purpose

The Termination (TM) document allows you to terminate award documents of the MA and PO Document Types. Emails are sent to departments announcing the termination of the Award as well as which Purchase Orders were closed without receipt (if Close Without Receipt was selected). 

Note: An error will be received upon Validate or Submit, if the referenced award document does not have at least one active Commodity Line (that is, the Inactive Line flag is not selected).

Based upon conditions of the termination, the buyer selects whether he/she wants to Close Without Receipt.  If Yes is selected, then outstanding purchase orders are closed without receipt.  If No is selected, then outstanding purchase orders remain open for receipts and payments.

The acceptance of the Termination document posts a modification to the referenced award document. Master Agreements will be cancelled by a system generated Award cancellation. All open encumbrances for Delivery Orders referencing Master Agreements will be closed if the buyer has selected to close without receipts. This action cancels any open purchase orders and notifies the using agency of the termination and cancellation of the order via email.

Upon submitting the TM to Final, the TM document Information (Doc Code, Doc Dept, Doc ID) is passed to the Terminated By (Terminated By Doc Code, Terminated By Doc Dept, Terminated By Doc ID) fields in the Reference tab on the Header section of the newly created draft PO or MA Doc Type document. Upon submitting the TM to Final, if the referenced document is of the CT or MA Document Sub Type, then the system sets the Award Status field on the Header of the newly created draft CT or MA document 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 PO or MA document.

CGI Advantage Procurement will terminate a MA in one of two ways:

• Terminating a Master Agreement (NOT Closing without receipt)

  The TM document automatically generates a Modification to the original MA document in the Draft phase.  The Expiration End Date on the MA is changed to reflect the Effective Date on the TM.  Thus, any subsequent Delivery Orders that attempt to reference the terminated MA will be rejected.  The System will generate an email (via workflow) to the Buyer Email Address field supplied on the TM, notifying the buyer that the MA has been terminated.

• Terminating a Master Agreement (Closing without receipt)

  The TM document automatically generates a modification of the original MA document in the Draft phase.  The Expiration End Date is changed to reflect the Effective Date on the TM.  The system generates an email to the Buyer Email Address field supplied on the TM, notifying the buyer that the MA has been terminated. The TM that terminated the original MA document will automatically generate additional TM documents for each Open Delivery Order that has referenced the original Terminated MA.  These TM documents will be generated in the Draft phase. Once each TM document that has been generated for each Open DO is submitted to Final, the Final TM will automatically generate a Modification to the original DO document in the Draft phase.  The following data is modified on the DO:  On the Header section of each DO document, the Closed Date field will be set to equal the current system date. If the Commodity Line Type = Item, the Ordered Quantity will be changed to equal the Closed Quantity.  If the Commodity Line Type = Service, the Ordered SC Amount will be changed to equal the Closed SC Amount.

If a TM is terminating a document of the PO Document Type, then the TM will automatically generate a modification to the original Purchase Order document in the Draft phase. The following data is modified on the Purchase Order:

• On the Header section of each Purchase Order document, the Closed Date field will be set to equal the current system date.

• If the Commodity Line Type = Item, the Ordered Quantity will be changed to equal the Closed Quantity.

• If the Commodity Line Type = Service, the Ordered SC Amount will be changed to equal the Closed SC Amount.

The system generates an email to the Requestor’s Email Address field supplied on the Purchase Order document, notifying the original Requestor that the Purchase Order has been terminated. 

Structure

The Termination (TM) document contains the following sections:

• Header

• Procedures

• Notes