Manage Closeout Formats
Use this screen to define formats for tracking tasks and activities required during the subcontract or contract closeout process. You can also specify whether each closeout format applies to contracts, subcontracts, or both.
Two Costpoint-defined formats (SUB_CO_0001 and CNTR_CO_0001) display when you first open this screen, but you can enter additional closeout formats. Each format can be customized to include a checklist of tasks, questions, and other information required in the closeout based on the contract type.
You have to assign at least one closeout code/description to the closeout format before you can save the format record, but you can assign as many as 10 closeout codes/descriptions.
To use a closeout format in contract or subcontract records, ensure the Show in Lookup checkbox is selected on this screen. Your selection in the Application drop-down list (Contract, Subcontract, or Both) on this screen also determines if the closeout format will be available for use in Manage Contracts and/or Manage Subcontracts. When you select a closeout format on the Closeout tab in either application, the associated closeout descriptions will display in the Closeout Checklist group box on that tab. You can then perform the following actions on the tab:
- 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 system-defined closeout formats. You can delete user-entered formats only if they have not been used in any contract or subcontract records. Similarly, you can modify system- and user-defined closeout format descriptions only if the format is not yet assigned to a contract or subcontract record.