Subcontract Closeout Tab

Use this tab to assign a closeout format to the subcontract. The format contains a checklist of tasks, activities, and other information that need to be addressed or completed during the subcontract closeout process.

Only one format can be assigned to a subcontract record. You can replace or delete the format associated with the subcontract if that format's closeout checklist no longer applies to the subcontract.

Also on this tab, you can assign closeout tasks to another employee, mark the task as Completed, and indicate the completion date. Additionally, you can specify supplementary information such as disposition of classified materials, inventions, or patents, and other issues related to the subcontract. At the end of the process, you can sign off the closeout and indicate the signoff date.

Before using this tab, review system-defined closeout details or create your own closeout descriptions and formats on the following screens:

• Manage Subcontract Closeout Descriptions: Use this screen to enter, view, and manage subcontract closeout descriptions, tasks, or activities that need to be completed when the subcontract closeout is performed. Several Costpoint-defined closeout codes automatically load on this screen and can be used on the Subcontract Closeout tab, but you can also add your own closeout codes and descriptions.
• Manage Subcontract Closeout Formats: Use this screen to define formats that you can use to track the tasks and other activities needed in the subcontract closeout process. One Costpoint-defined closeout format is already available on this screen, but you can also add your own closeout formats and customize the closeout checklist.

Once you select a closeout format on this tab, the closeout descriptions assigned to the format will display in the Closeout Checklist group box. Only descriptions assigned to the format via the Manage Subcontract Closeout Formats screen display in this group box. You cannot add a closeout task to the format on this tab.

Contents

Field	Description
Closeout Format ID	Enter, or click to select, the closeout format that you want to use for the subcontract. Valid values are only those that exist on the Manage Subcontract Closeout Formats screen. Formats that display in the lookup have the Show in Lookup checkbox selected in Manage Subcontractor Clouseout Formats. Only formats that are available in the lookup can be used for new records in Manage Subcontracts. Once you select a closeout format, Costpoint populates the Closeout Checklist group box with the tasks or closeout descriptions assigned to the format. If you have already saved the subcontract record and you change the format, Costpoint displays a warning message letting you know that this action will clear the fields in the Closeout Checklist group box. You can click OK to proceed with your action or you can click Cancel. If you clear this field and do not select a replacement format ID, Costpoint will also clear and disable the fields in the Closeout Checklist group box.
Closeout Description	This field displays the description of the closeout format ID.
All Purchase Orders Closed?	This field displays Yes if all the purchase orders (POs) associated with the subcontract have a status of Closed; otherwise, it displays No. When you click the hyperlinked text, Costpoint brings up a window listing the purchase orders linked to the subcontract record. This is the same list that displays on the Purchase Orders tab of Manage Subcontracts. From the window, you can click the PO ID link to open the Manage Purchase Orders screen and view or change the status of the specific PO.
All Vouchers Paid to Subcontractor	This field displays Yes if all the vouchers have been paid to the vendor linked to the subcontract; otherwise, it displays No.
Print Report	Click this button to print and download the Subcontract Voucher Report. This report includes information on the vouchers entered and/or posted to the vendor (entered in the Subcontractor/Vendor ID field on the General tab) and to the project (entered in the Subcontract Project ID field on the General tab). Vouchers posted at the project level and all levels below it are included in the report. If there is no Subcontract Project ID and you click this button, Costpoint displays an error message. You can also preview and/or print the report through the Preview and Print menus on the toolbar. If no Subcontract Project ID is specified, no error is displayed. Instead, Costpoint runs the report for all project IDs associated with the vendor ID. Note that the Print Subcontract Voucher History Report option on these menus is available only if you are on the Subcontract Closeout tab. The Subcontract Voucher Report displays the following information: Voucher number Project Invoice PO number Invoice date Check number Check date Amount Records are sorted by Outstanding and Paid vouchers per pay currency. For example, if you are using USD and CAD currencies, the outstanding and paid vouchers for CAD will be displayed first, followed by the outstanding and paid vouchers for USD. The total outstanding and paid amounts are also displayed per pay currency. Paid vouchers are those with a payment status of PAID, while outstanding vouchers are those with a DEFER, HOLD, PAY, PPHOLD, or PAYWPD status. If you are licensed for Multicurrency and the transactional currency of the vouchers is different from your company's functional currency, the total vouchered amount on the report will not match the ITD Subcontractor Expenses amount on the General tab of Manage Subcontracts. The ITD Subcontractor Expenses value is in functional currency, while the total vouchered amount is in transactional currency. Amounts in the report are displayed only in the functional currency in any the following scenarios: You are licensed for Costpoint Essentials. You are not licensed for the Multicurrency feature. You are licensed for Multicurrency but this feature has been set to off/disabled in your system. An asterisk (*) beside the voucher number indicates that the voucher has not been posted to the General Ledger. An asterisk on the check number, on the other hand, signifies partial payment. To view a sample of the report, click this link: Subcontract Voucher Report.

Closeout Checklist

Field	Description
Notify	This button is enabled only after you saved the record. At least one of the closeout tasks should have the Notify checkbox selected. If none of the Notify checkboxes are selected and you click this button, Costpoint displays an error message. When you click this button, the employee assigned to tasks with the Notify checkbox still active (that is, the checkbox is enabled and the Completed drop-down list is set to No) will receive an email with information on the closeout task and a link to the subcontract ID associated with the closeout task. Upon clicking the link, the employee will be directed to the Costpoint login page. Once the employee logs in, the Manage Subcontracts screen opens with the subcontract record from the email link. Once the email has been sent, Costpoint updates the Last Notified field for the task with the current system date.
Completed	When you select the checkbox at the top of this column, all the task checkboxes that are active (the Completed drop-down list is set to No) will be selected. You can also individually select the checkbox for the tasks that you want to mark as Completed. Alternatively, you can use the drop-down list and select Yes, No, or N/A. If you select Yes or N/A, the checkbox for the specific task will be disabled.
Last Notified	If the Notify feature has been used, this field displays the date that the employee was last notified of the assigned task provided that an email address has been linked to the employee ID. If the Notify feature has not been used, this field is blank.
Description	This column displays the closeout descriptions assigned to the selected closeout format ID.
Assigned To	Enter, or click to select, the employee who you want to assign this task to. The unlabeled field to the right displays the employee name. In the unlabeled field below the Assigned To field, you can enter any notes relevant to the closeout task. These notes will be included in the email when the employee is notified of the task.
Date Completed	This field displays the date the closeout task was completed. If you select the Completed checkbox or set the drop-down list to Yes for the task, Costpoint automatically sets this field to the system date. You can also manually edit this field. Note, however, that if you select N/A in the drop-down list, this field is blank and disabled.

Disposition Summary

Use this group box to enter classified or patented information and any other issues pertaining to the subcontract.

Field	Description
Classified Materials	Enter information on classified materials related to the subcontract.
Government Property	Enter government property information.
Inventions or Patents	Enter information on inventions or patents related to the subcontract.
Other Issues	Enter any other issues or additional information about the subcontract.

Final Acceptance

Field	Description
To the best of my Knowledge, all tasks under this subcontract have been completed and accepted by the Subcontractor	Select this checkbox to indicate that all closeout tasks have been completed and accepted by the vendor linked to the subcontract. If there are tasks with Completed still set to No and you select this checkbox, Costpoint displays a warning message notifying you that there are incomplete tasks. When you select this checkbox, all fields on this tab (except for Employee Signoff and Signoff Date) become disabled.
Employee Signoff	Enter, or click to select, the ID of the employee who signs off the subcontract closeout process. The unlabeled field to the right displays the employee name.
Signoff Date	When you select an employee in Employee Signoff, Costpoint sets this field to the current system date, but you can modify it.