Manage Closeout Descriptions
Use this screen to enter, view, and manage descriptions, tasks, or activities related to subcontract and contract closeouts. You can also configure whether each closeout code applies to contracts, subcontracts, or both.
If you have multiple companies, you can set up and maintain closeout descriptions in any company and use them across all companies. The closeout code and description, however, must be unique in a single Costpoint database.
Each code has a description that corresponds to a task or criterion that needs to be addressed/completed during the closeout process. For example, Costpoint-defined codes include criteria that identify if the rate audit has been completed, if all modifications have been executed, or if the project can be considered complete. There are 12 system-defined closeout codes on this screen, but you can also add your own. You can create multiple closeout descriptions or even structure them as questions to help you better check or customize your list of closeout tasks.
You can assign these codes to closeout formats on the Manage Closeout Formats screen, given the code's Show in Lookup checkbox is selected. When the format is used on the Subcontract Closeout tab of the Manage Subcontracts screen or the Contract Closeout tab in Manage Contracts, the closeout descriptions assigned to the format will display in the Closeout Checklist group box on the same tab. On the Closeout tab, you can do the following:
- Assign tasks to employees and add notes.
- Notify assigned employees via email with task details and subcontract or contract links.
- View and update the last notified date.
- Mark tasks as completed and specify completion dates.
- Record notes on classified materials, patents, government property, and other issues.
- Confirm task completion and subcontractor or contractor acceptance.
- Indicate signoff date and employee responsible for the signoff.
You cannot delete Costpoint-defined closeout codes. You can delete user-entered codes only if the codes are not assigned to any closeout format on the Manage Closeout Formats screen. Similarly, you can modify system- and user-defined descriptions only if the code is not yet assigned to a closeout format.