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Process:
This Job aid will take you through the process of creating a CEC transaction to close an award(PO/CT) transaction. This is primarily used to close awards prior to the roll/lapse at the fiscal year end. This will close the award without changing the amount of the award.
Navigate to the Global Search Bar and type PO or appropriate award transaction code.
a. Select Purchase Order.
2. Enter Transaction ID.
Click Search
3. Select the PO.
a. Expand the vertical 3 dot menu on the right side of the page and select Copy Forward under the Primary Actions menu.
4. Select CEC from the Target Transaction Code list.
Scroll down page to Target Transaction section.
Enter Department code in Transaction Dept.
Check Auto Numbering.
Click OK.
5. In the new CEC Transaction, select the Header tab.
In the General Information section and update if needed (values are inferred from the award).
a. Transaction Name.
b. Transaction Description.
6. In the Vendor Section:
Select the caret to expand the Invoice.
a. Select the General Information Section.
Enter the appropriate Address Code. (If blank)
7. Select the Disbursement Options section.
Select Warrant from the Disbursement Format picklist and click OK.
8. Select the Commodity Tab.
Click the caret to expand options.
Select the General Information section.
Please delete any Commodity Lines not being impacted and proceed with the following steps to close the line impacted.
It is best practice to complete one CEC for each Commodity Line.Enter 0 for Quantity.
Enter 0 for Contract Amount.
9. Select References section.
Select Final from the Reference Type picklist.
Click Validate.
Do not worry about error messages here. Continue to next step.
10. Select the Accounting tab.
Click the Caret to expand options.
Select the General Information section.
Select PR21 for Event Type.
Set Sub Total Line Amount to $0.
Repeat step 2 for all Accounting Lines.
11. Select Reference section.
Verify that Referenced Accounting Line is correct.
Reference Type is Final.
12. Validate the transaction again to confirm all errors are corrected.
13. If you receive (A1495) Error Message.
If you see this error please create and finalize a 0-item RC transaction for this PO/CT.
14. Go to the Posting section and review the posting lines. Posting code P006 should have a debit amount that equals the remaining open amount from your award transaction and posting code P005 should have a credit for the same amount.
15. Attach the necessary backup documentation and Submit.
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