Sending the Contract to PO

Use the Send Contract to PO Tool (CMUPCM) to send the newly created contract along with its line item General Ledger accounts and dollar amounts to the Purchase Order system so that the dollar amounts can be encumbered.

1. Select the desired contract to be sent to the PO subsystem.
2. Under Tools, select Send Contract to PO.
3. The contract number of the selected record is pre-populated in the Contract No field.
4. Select Send.
5. The utility then processes new amendments, sends the contract to Purchasing, updates the contract with new details, and send the PR to pre-encumbrance.
6. After the tool completes, a Web dialog box displays the results of the tools operation with green check marks next to the steps that were completed successfully.

Process New Amendments

For the given Master Contract Number, this procedure creates cm_encum_item and cm_encum_acct records. The following sequence will be executed during processing new amendments.

• This procedure only processes Amendments which are approved and not yet processed. This is determined by Approval Date, and EnFlag of the Amendment. Approval Date is filled by Workflow when that particular amendment is approved, and En Flag is filled by this utility when it runs at the first time.
• For each Amendment's change order, associated cm_amend_item and cm_amend_acct records will be moved to cm_encum_item and cm_amend_acct.
• If there is cm_encum_item.item_number exist for the same contract number's cm_amend_item.item_number, this tool will only create similar cm_encum_acct records for each cm_amend_acct records. If there is no cm_encum_item.item_number exist for the same contract number's cm_amend_item.item_number, both cm_encum_item and cm_encum_acct records will be created for cm_amend_item and cm_amend_acct records.
• After creating CM Encumbrance records, En Flag of the Amendment (cm_amend_chg.en_flag) will be changed to "Y."
• After creating CM Encumbrance records, the Current End Date (cm_mcontr.currend) of Master Contract will be updated by the new_end_date of the latest cm_amend_chg. The latest will be determined by the greatest change_order number. Also, the Last Amend Date will be updated by Today's date.

See Amending the Contract for more information.

Send Contract to Purchasing

This procedure will create Purchasing records for the given Contract. The mapping of the tables is given below:
cm_mcontr -> pop_pv_dtl
cm_encum_item -> poi_item_dtl
cm_encum_acct -> pon_en_dtl
cm_encum_item.enc_description -> pot_text_dtl

• If multiple cm_encum_acct records exist for a given cm_encum_item, an associated poi_item_dtl and pon_en_dtl will be created. If there is only a single cm_encum_acct record for that cm_encum_item, only the poi_item_dtl record will be created.
• The default PO format will be used to determine the length of the text in pot_text_dtl. If the length of enc_description for cm_encum_item is longer than the default PO format line length, multiple pot_text_dtl records will be created according to the word wrapping. This requires the tool to consider the Format Flag in POUPGN to determine if formatting is based on the ledger or not. The POUPGN record will be based on the GL ledger code of the given CM EncumItem record and if the ledger is not set in POUPGN, "@@" will be used as the ledger code. If the format flag is set to "N," the tool will use the PO Format value of POUPPR screen to get the PO formatting code. If that code is not set there, the tool is required to find the formatting code based on the ledger code. If the format flag is set to "Y," the ledger code should be used as the formatting code. Using the formatting code, POUPFO screen should be queried to find the length of the text. This can be done by looking at the corresponding PoLen value for PoItemNo which contains the hexadecimal value of "28."
• At the end, the newly generated pr number will be updated in the Master Contract's Pr Number.
• If a pr number already exists for the master contract, pop_pv_dtl records will be updated instead of creating a new one. But pot_text_dtl, poi_item_dtl and pon_en_dtl records will be deleted and created according to the new data.

Update Master Contract with Newly Adjusted Data

After sending processed Amendments, and sending the contract to purchasing, there will be data that needs to be updated in relevant places.

• The total of change_amount of cm_amend_item will be calculated for the given contract and that amount will be updated in cm_mcontr.amendsum.
• Current max will be re calculated and updated according to the new amendsum and origmaxamt of cm_mcontr.
• The status of the contract will be changed to AS (Approved and Sent).

Update Pre Encumbrance

Newly created or updated PR will be sent to pre Encumbrance. When sending to pre Encumbrance, the tool will send only if the Status of Purchase Order is "PR."