1. Create a Transaction Modification - You cannot change a transaction that has already been processed (Final phase) directly. You must create a modification draft.
a. Locate the finalized PRC in the Transaction Catalog or via a query page like Vendor Transaction History.
b. Select the Edit action to create a new Modification Draft version of the transaction.
2. Update the Commodity Tab - The reference information for a PRC is located on the Commodity tab (not the Header or Accounting tabs). You must update the specific commodity line(s) you wish to link to the contract.
a. Navigate to the Commodity tab of the PRC.
b. Locate the specific commodity line you wish to modify.
c. Enter the contract details into the following fields found in the Reference section of the commodity line,:
i. Referenced Transaction Code: Enter the code for the contract (e.g., MA, CT, or PO).
ii. Referenced Transaction Dept: Enter the department code of the contract.
iii. Referenced Transaction ID: Enter the unique ID of the contract.
iv. Referenced Vendor Line: Enter the vendor line number from the contract.
v. Referenced Commodity Line: Enter the commodity line number from the contract.
3. Considerations and System Validations - When you validate or submit the modification, the system will perform several checks and updates:
a. Allowed References: The system checks the Procurement Transaction Control (PRDOC) table to ensure the Payment Master Agreement Reference field is set to Optional or Required. If this is set to Prohibited, you will receive an error when attempting to add the reference.
b. Pricing and Tolerances:
i. If the contract (Master Agreement) has a Lock List Price set to True, the system may validate or overwrite the Unit Price on your PRC to match the contract price.
ii. The system verifies that Unit Cost tolerances established on the referenced Master Agreement have not been exceeded. If the price on your PRC differs significantly from the contract price, an error may be generated.
c. Recalculate Accounting: If linking the PRC to the contract changes the Unit Price or Line Amount of the commodity line, you should select the
Recalculate Accounting Line Amount link on the Commodity tab to ensure the accounting lines reflect the new total.
d. Procurement Folder: If the contract you are referencing belongs to Procurement Folder, the system will infer the Procurement Folder ID, Procurement Type ID, and Procurement Type onto your PRC upon validation,.
4. Submit the Transaction Once the reference fields are populated and the transaction validates successfully, select Submit to process the modification to Final. This will link the payment request to the contract for tracking and liquidation purposes.