Managing Line Items and Funding

Line items and funding in Contract Writing

Contract Writing (CW) uses line items to define the goods or services being procured under a solicitation, award, or agreement. Line items support detailed tracking of quantities, pricing, deliveries, inspection and acceptance criteria, and funding obligations.

Contract Writing organizes line items in a two-level hierarchy:

• Contract line items (CLINs): Top-level items that define a distinct good or service.
• Subline items (SLINs): Child items that break a CLIN into more granular components for tracking deliveries, pricing variations, or separate accounting classifications.

Funding in Contract Writing tracks budget allocations and obligations at the award and line item level. You add funding sources at the award level, then obligate specific amounts to individual line items.

Create a line item in Contract Writing

You can add line items to solicitations, awards, and agreements that are in Draft status. You must have membership in the Line Item — Create & Update (GCW) permission set to create line items.

To create a line item:

1. Navigate to the procurement record summary and select the Line Items tab.
2. Click +ADD.
3. Enter the line item details:
   • Details: Description, item number, quantity, and unit of measure.
   • Pricing: Unit price, extended amount, and pricing arrangement.
4. Click SAVE.

Contract Writing performs calculations on the pricing inputs and rolls up totals to the key performance indicators (KPIs) displayed on the procurement summary.

Generate line items with AI in Contract Writing

Contract Writing can generate contract line items with AI, so you can draft multiple line items from a prompt or a document instead of entering each line item manually. AI-generated line items are available on solicitations, awards, and agreements that are in Draft status. You must have membership in the Line Item — Create & Update (GCW) permission set to generate line items.

The GENERATE USING AI action is available only when an administrator has enabled AI line item generation on the Integrations page of the Contract Writing Settings site. See Configure AI line item generation.

After Contract Writing generates the line items, you review and refine them before adding them to the procurement record. You can edit each generated line item directly, open the edit wizard to adjust its details, or exclude line items you do not want to add.

To generate line items with AI:

1. Navigate to the procurement record summary and select the Line Items tab.
2. Click GENERATE USING AI.
3. Describe the line items you need, or select a document to generate line items from.
4. Click GENERATE.
5. Review the generated line items on the Review Generated Line Items step.
6. Select the line items to add. Contract Writing selects all generated line items by default.
7. Click ADD.

Refine a generated line item with the edit wizard in Contract Writing

The Review Generated Line Items step includes an edit wizard that gives you the power and control to review any AI-generated line item and ensure its details are accurate before you add it to the contract. The edit wizard gives you access to the same editable fields available in the standard Create Line Item wizard. The edit wizard opens as an inline page that replaces the line items grid and displays the line item number in its title.

To edit many generated line items at once, click EXPORT on the Review Generated Line Items screen to download them to Excel, then import the completed file. See Export and import line items.

The edit wizard adapts its fields to the line item type:

• Product line items: Contract Writing displays the FOB point type and delivery date fields.
• Service line items: Contract Writing displays the period of performance and place of performance fields.

In the edit wizard, you can search for and select classification codes, assign funding sources from the funding grid, and set pricing. Contract Writing auto-calculates values such as the total amount as you work, so you can confirm the numbers before you save.

To refine a generated line item:

1. On the Review Generated Line Items step, open the edit wizard for the line item you want to refine.
2. Adjust the classification codes, funding sources, and pricing for the line item.
3. Complete the fields that display for the line item type:
   • If the line item type is Product, set the FOB point type and delivery date.
   • If the line item type is Service, set the period of performance and place of performance.
4. Save your changes to return to the line items grid.

Export and import line items in Contract Writing

Contract Writing lets you create award line items in bulk by working in Excel. You can import line items from a completed template, or export AI-generated line items, edit them offline, and import them back. Bulk import is available on awards in Draft status. You must have membership in the Line Item — Create & Update (GCW) permission set to import line items.

Working in Excel is useful when an award has many line items, or when you prefer to prepare line item data offline. Because the import works from a downloadable template, you can create line items in bulk without using AI.

Export generated line items to Excel

Export is available on the Review Generated Line Items screen after you generate line items with AI.

To export generated line items:

1. Generate line items with AI to open the Review Generated Line Items screen.
2. Click EXPORT. Contract Writing downloads the line items, with all of their fields, as an Excel file.
3. Edit the line items in Excel.
4. Import the completed file by following Import line items from Excel.

Import line items from Excel

The IMPORT action on the Line Items tab creates line items in bulk from a completed Excel template. You can start from the provided template, or import a file you exported and edited.

To import line items:

1. Navigate to the award summary and select the Line Items tab.
2. Click IMPORT.
3. (Optional) If you do not already have a completed file, click DOWNLOAD TEMPLATE and enter your line items in the template.
4. Under Upload Document, upload your completed Excel file.
5. Click IMPORT.

Contract Writing imports the line items in the background. A banner on the Line Items tab shows the import status, and you can click REFRESH to check for updates. While the import runs, you cannot take other actions on the line items.

When the import completes, Contract Writing displays one of the following results:

• Import successful: A confirmation banner reports the number of line items imported. Click DISMISS to clear it.
• Import failed: A banner reports that one or more rows contained errors. Click REVIEW ERRORS to open the error rows, correct the flagged fields, and import again.

Correct line item import errors

When an import fails, the Review Line Item Errors screen lists only the rows that contained errors. Required fields are marked with an asterisk, and Contract Writing outlines each invalid field.

To correct import errors:

1. On the Import failed banner, click REVIEW ERRORS.
2. Review the flagged rows. Open a row to see the full set of line item fields and the message describing each error, such as a line item number that already exists on the award.
3. Correct the required or invalid fields.
4. Click UPDATE.
5. Click IMPORT to import the corrected line items.

Create a subline item in Contract Writing

Subline items (SLINs) provide additional granularity under a contract line item (CLIN). You can create SLINs to track separate delivery schedules, pricing variations, or accounting classifications within a single CLIN.

To create a subline item:

1. Navigate to the Line Items tab on the procurement record.
2. Select the parent CLIN.
3. Click +ADD SLIN.
4. Enter the subline item details.
5. Click SAVE.

Update a line item in Contract Writing

You can update line items on procurement records that are in Draft status. Contract Writing supports editing line item details, pricing, and associated data.

To update a line item:

1. Navigate to the Line Items tab on the procurement record.
2. Select the line item to update.
3. Click UPDATE.
4. Edit the line item details or pricing information.
5. Click SAVE.

Duplicate a line item in Contract Writing

Duplicating a line item creates a copy of an existing line item, including its details and pricing. The duplicate is associated with the same procurement record.

To duplicate a line item:

1. Navigate to the Line Items tab on the procurement record.
2. Select the line item to duplicate.
3. Click the … menu and select Duplicate.
4. Review and modify the duplicated line item as needed.
5. Click SAVE.

Delete a line item in Contract Writing

Deleting a line item removes the CLIN and all associated SLINs from the procurement record. You must have membership in the Line Item — Delete (GCW) permission set to delete line items.

To delete a line item:

1. Navigate to the Line Items tab on the procurement record.
2. Select the line item to delete.
3. Click the … menu and select Delete.
4. Confirm the deletion.

Add delivery details to a line item in Contract Writing

Delivery details define the quantity, delivery address, delivery date, and point of contact for each line item. You can add delivery details at the CLIN or SLIN level.

To add delivery details:

1. Navigate to the Line Items tab and select the line item.
2. In the Deliveries section, click +ADD.
3. Enter the delivery details:
   • Quantity: The number of units to deliver.
   • Delivery Address: The destination for the delivery.
   • Deliver By Date: The deadline for delivery.
   • Point of Contact: The contact person for the delivery.
4. Click SAVE.

To update delivery details:

1. In the Deliveries section, select the delivery record.
2. Click UPDATE.
3. Edit the delivery details.
4. Click SAVE.

To delete delivery details:

1. In the Deliveries section, select the delivery record.
2. Click Delete.
3. Confirm the deletion.

Add inspection and acceptance details to a line item in Contract Writing

Inspection and acceptance details define who inspects and accepts deliveries for a line item, and where inspection takes place.

To add inspection and acceptance details:

1. Navigate to the Line Items tab and select the line item.
2. In the Inspection and Acceptance section, click +ADD.
3. Enter the inspection and acceptance details.
4. Click SAVE.

To update or delete inspection and acceptance details, select the record and click UPDATE or Delete.

Add a funding source to an award in Contract Writing

Funding sources define the budget allocations available for an award or agreement. Adding a funding source makes the funds available to obligate at the line item level.

To add a funding source:

1. Navigate to the award or agreement summary and select the Funding tab.
2. Click +ADD.
3. Enter the funding source details (fund citation, amount, fiscal year).
4. Click SAVE.

Contract Writing automatically calculates the Obligated Amount and Available Amount based on obligations made at the line item level.

Obligate funds to a line item in Contract Writing

After adding funding sources at the award level, you can obligate specific amounts from those sources to individual line items. You must have membership in the Funding Management (GCW) permission set to obligate funds.

To obligate funds to a line item:

1. Navigate to the Line Items tab and select the line item.
2. In the Funding section, click +ADD or click UPDATE on an existing obligation.
3. Enter the amount to obligate from each available funding source. Funding sources without an amount entered are not obligated.
4. Click SAVE.

Contract Writing updates the balance of the total Obligated Amount and total Available Amount for each funding source after the obligation is saved.

View action obligation on a released award in Contract Writing

Contract Writing displays the action obligation on released awards and modifications to show the difference between the previous version and the current version of the amount obligated.

To view the action obligation:

1. Navigate to the released award or modification summary.
2. Select the Line Items tab.
3. Review the Action Obligation column, which shows the change in obligated amount from the previous version.

View total obligated amount on an award in Contract Writing

Contract Writing displays the cumulative total of all amounts obligated through the lifecycle of the award on the award summary.

To view the total obligated amount:

1. Navigate to the award summary.
2. Review the Total Obligated Amount field, which shows the cumulative obligated amount across all released versions.

Update delivery status for a line item in Contract Writing

You can update the delivery status of a line item to track whether goods or services have been delivered.

To update the delivery status:

1. Navigate to the Line Items tab and select the line item.
2. Click the … menu and select Update Status.
3. Select the delivery status.
4. Click SAVE.

Manage line item alerts in Contract Writing

Contract Writing supports alerts on line items to notify assigned users of important dates and milestones.

To add or update line item alerts:

1. Navigate to the Line Items tab and select the line item.
2. Click the … menu and select Manage Alerts.
3. Configure alert conditions, notification timing, and recipients.
4. Click SAVE.

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