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Process
Create a CEC Transaction to reopen a closed award (PO) Transaction without impacting the total awarded amount. This is primarily useful if a payment accidentally or incorrectly closed an award with a final payment reference. In order to continue making payments after the PO is reopened, the IN and RC (for Item) erroneously marked with a Final Indicator have to be modified to Partial after the CEC is finalized.
Open the Final Version of the PO/CT that you wish to reopen and click on the Copy Forward button.
2. Enter the Transaction Department Code and Unit Code (if applicable), Select Auto Numbering, Select CEC from the Target Transaction Code list, and select OK.
3. In the new CEC transaction Header, enter the appropriate information in the Transaction and Transaction
Description if you want to override those rolled from the PO.
4. In the Vendor Section:
a. Go to the General Information tab and fill in the Address Code if blank.
b. Go to the Disbursement Options tab and enter WARR in the Disbursement Format field if blank.
5. In the Commodity Section:
a. Delete any Commodity Lines not being affected and proceed with the following steps for the line to be reopened.
b. Go to the General Information tab, and confirm that Quantity 0 for Item type or Contract Amount $0 for Service Line Type are entered.
c. Go to the Reference tab, and confirm that the Ref Type is Inverse.
d. Validate the Transaction to bring in the Accounting Line(s).
6. In the Accounting Section:
a. Go to the General Information tab, and verify that Event Type is PR20 and the Sub Total Line Amount field is $0
b. Go to the Reference tab, and verify the Ref Accounting Line (or all Accounting Lines) is correct and Ref Type is Inverse.
7. Go to the Posting section and verify that the posting line amount matches the reopen amount expected with a Dr. to
Posting Code P005 and Cr. to Posting Code P006.
8. Attach necessary backup documentation and Submit.
9. After the CEC is finalized, the IN (and RC if applicable) needs to be modified to Partial in order to continue processing payments towards the award.
a. Modify the IN (with Incorrect Final Reference) - Open the IN, click 3-dot Menu, and Click Modify - go to the Commodity Section, Reference Tab, and modify the Invoice Indicator to Partial. Validate and Submit the IN.
b. If there is an incorrect RC (with Incorrect Final Reference) ,
Open the RC
Click 3-dot Menu
Click Modify
Go to the Commodity Section
General Information Tab
Modify the Shipment Indicator to Partial.
Validate and Submit the RC.
c. After both the IN and RC are finalized, the MATA table will now display partial references for IN and RC
transactions and one inverse CEC to offset the final indicator on the PRM.
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