Page 1 MASS RECLASS REQUISITIONS TO CHANGE ACCOUNTING Instructions on how to create the requisition to change the ACCS on awards affected by the MASS RECLASS. Requisitions may be at different phases in the acquisition process please see the decision tree on page 2. When in doubt communicate with your AGO office and call the Help Desk

Page 2 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING Yes No Yes No Has the requisition been awarded? (If unable to determine see Page 3) Check with CFS if any invoices have been paid Request AGO to return the requisition. Follow Instructions A Follow Instructions B Find out the exact amount paid on the invoices, including amount paid per line and per ACCS START

Page 3 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING How to determine a requisition has or has not been awarded… Open up the requisition Scroll to the bottom of the Summary screen. Click on Related Documents

Page 4 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING How to determine a requisition has or has not been awarded… Related Documents – Awarded Requisition. Related Documents – Assigned Requisition not Awarded

Page 5 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING Instruction A Open original requisition Select Copy

Page 6 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING Instruction A Select the Document Number Prefix from the dropdown menu Create a Document Name Save

Page 7 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING Instruction A Change Requisition and Delivery Date In the purpose field clearly state –MASS RECLASS –Line(s) affected –Not additional in funding

Page 8 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING Instruction A Select Line Items

Page 9 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING Instruction A Search to bring up the line items

Page 10 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING Instruction A Mark all lines that are not being re-classed* Select Delete * This step may not be necessary if the entire award is being re-classed

Page 11 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING Instruction A To enter the line item click on the line #

Page 12 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING Instruction A Change description to reflect a change in ACCS and not additional funding. Apply.

Page 13 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING Instruction A To Access click Accounting

Page 14 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING Instruction A Click the ACCS line to open

Page 15 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING Instruction A Make the appropriate changes to the ACCS and Save Do this for each affected line and then return to Summary

Page 16 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING Instruction A Proceed as Normal –Route for Approvals –Commit –Submit to the Acquisition Office

Page 17 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING Instruction A Summary of Instructions A –Locate Original Requisition –Copy Original –Change Purpose to reflect that this requisition is for Mass Re- class not additional funds –Eliminate any lines that do not need to be changed –Edit the Line Item detail to reflect that this requisition is for Mass Re-class not additional funds –Edit the ACCS on the line item –Route and Approval –Commit –Submit –Communicate with AGO office and call the Help Desk

Page 18 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING Instruction B Instructions B are for modifications in which a portion of the line item has already been paid. Only the balance of these lines can be reclassed. The requisition needs to prepared with new ACCS at the balance. (Balance = Original Value – Amount Paid)

Page 19 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING Instruction B Open original requisition Select Copy

Page 20 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING Instruction B Select the Document Number Prefix from the dropdown menu Create a Document Name Save

Page 21 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING Instruction B Change Requisition and Delivery Date In the purpose field clearly state –MASS RECLASS –Line(s) affected –Not additional in funding – the unpaid balance of the line to be deobligated (original value less amount already paid)

Page 22 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING Instruction B Select Line Items

Page 23 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING Instruction B Search to bring up the line items

Page 24 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING Instruction B Mark all lines that are not being re-classed* Select Delete * This step may not be necessary if the entire award is being re-classed

Page 25 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING Instruction B To enter the line item click on the line #

Page 26 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING Instruction B Change description to reflect a change in ACCS and not additional funding. Be sure to mention change in dollar amount due to paid invoices. Apply.

Page 27 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING Instruction B To Access click Accounting

Page 28 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING Instruction B Click the ACCS line to open

Page 29 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING Instruction B Make the appropriate changes to the ACCS and Save Do this for each affected line and then return to Summary

Page 30 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING Instruction B Proceed as Normal –Route for Approvals –Commit –Submit to the Acquisition Office

Page 31 MASS RECLASS MODIFICATIONS TO CHANGE ACCOUNTING Instruction B Summary of Instructions B (Requisitions for a Mod to an Award with Invoices already paid against) –Locate Original Requisition –Copy Original –Change Purpose to reflect that this requisition is for Mass Reclass not additional funds but since a portion has been already invoiced so only the remaining can be reclassed –Eliminate any lines that do not need to be changed –Edit the Line Item detail to reflect that this requisition is for Mass Re-class not additional funds. Be sure to include that a portion has been invoiced. That amount can not be reclassed. Only the balance is being moved to the new ACCS. –Edit the ACCS on the line item –Route and Approval –Commit –Submit –Communicate with AGO office and call the Help Desk