Creating a CEC Transaction to Reopen a Closed Award Where Additional Funds are Added to the Award
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Process:
There are some awards or commodity lines within an award that can be closed due to the line being paid with an incorrect final reference. If the commodity line or award was not paid in full, the line or award can be reopened and modified with additional funds added to the award transaction or specific commodity line in question. This job aid will take you through the process of creating a CEC transaction to reopen the closed award (PO/CT) or commodity line that was paid with a final reference prior to a modification of the award to add funds so that additional payments can be processed. Please note: an award or commodity line that was fully paid cannot be modified.
In this scenario, you are likely to see a modification transaction that increases the award amount on a MATA table that shows final references on both IN and PRM (or PRC) lines ( or all three IN/RC/PRM if a three way match). The best practice is to modify the IN (and RC for a three way match) to a partial reference from the final reference after creating the CEC to reopen the specific award or commodity line and before modification of the award.
Navigate to the Global Search Bar and type the appropriate award transaction code (PO, CT, etc).
a. Select the award transaction type.
2. Enter the appropriate award Transaction ID.
Click Search
3. Select the award transaction (PO in this example).
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 enter if needed.
a. Transaction Name.
b. Transaction Description.
6. In the Vendor tab:
Select the Caret to open the Vendor options.
a. Select the General Information sub section.
Enter the appropriate Address Code. (If blank)
b. Select the Disbursement Options sub section.
Select Warrant from the Disbursement Format picklist and click OK.
c. Reference sub section should be left blank.
7. Select the Commodity Tab.
Click the caret to expand options.
Select the General Information sub section.
Enter 0 for the Quantity.
Enter $0 for the Contract Amount.
Select References sub section.
Verify the Referenced Transaction Code, Referenced Transaction Department, and Referenced Transaction ID autopopulated correctly.
Enter 1 for Referenced Vendor Line.
Enter appropriate commodity line number for Referenced Commodity Line (2 in this example).
Select Inverse as Reference Type.
Click Validate.
8. Select the Accounting tab.
Click the Caret to expand options.
Select the General Information sub section.
Select PR20 for Event Type.
Confirm Sub Total Line Amount matches $0.
Repeat step 2 for all Accounting Lines.
In the Reference sub section, enter the appropriate Referenced Accounting Line and select Inverse for Reference Type.
9. Validate the transaction again to confirm all errors are corrected.
10. Go to the Posting section and verify that the post line amount is $0 Dr. to Posting Code P005 and Cr. to Posting Code P006. (The money is added in the award modification so it cannot also be added here with out doubling up the postings in the accounting journal)
11. Attach the necessary backup documentation and Submit.
12. Modify any remaining IN or RC on the award to Partial from Final to allow automatic payments against the award.