1. Procurement Desktop Defense (PD²) Contract Closeout
SPS Spotlight Series
April 2014

2. NOTE: This information was originally created for The SPS Spotlight Series project, which ran from November through November 2015.  Updates to the original content may be incorporated to ensure accuracy. If you have any questions about this information, please contact the SPS Help Desk at
This presentation is intended to show you the correct way to closeout a Contract, Purchase Order or Delivery Order.
PLEASE NOTE: This is not intended to supersede any agency requirements or procedures.

3. Contract Closeout FAR 4.804 is the prescription for Contract Closeout
FAR : Procedures for closing out contract files
The Contract Administration Office
Automated or Manual
FAR Is the Prescription for the Storage, Handling, and Disposal of Contract Files

4. Contract Closeout
Contract closeout is relatively simple when you know what things you can and cannot do for instance:

5. Contract Closeout Things you CAN Closeout:
Contracts with 9th position “C”
Purchase Orders with 9th position “P or M”
Delivery Orders or Task orders written by your office

6. Contract Closeout Things you Do not Closeout:
Contracts with 9th position “D”
Solicitations
External Contracts or External Orders of any kind
Agreements of any Kind

7. Contract Closeout PD2 Advisor
Here we will start with a Delivery Order that has a mod written against it.

8. Contract Closeout
Select the “Delivery Order” instead of the mod.

9. From the Procurement menu, select Post-AwardTracking Source.
Contract Closeout
From the Procurement menu, select Post-AwardTracking Source.

10. Contract Closeout
The “Create New Delivery/Payment Tracking Source” window appears. Click OK

11. Contract Closeout
Here pertinent information concerning payment may be entered.

12. Contract Closeout
Double click on the line labeled “Payment.”

13. Contract Closeout
If not already opened, click on the Payment tab. Enter necessary information and click OK.

14. Contract Closeout
A payment date should now appear. Repeat the previous steps for all necessary line items. When finished, click OK.

15. Contract Closeout
There will now be a tracking source document in your folder.

16. Contract Closeout
Highlight your delivery order again.

17. Contract Closeout
From the Procurement menu, select Post-AwardCloseout  Contract Completion Statement (DD 1594).

18. Contract Closeout
The Create New Contract Completion Statement window appears. Notice that the DD 1594 sees your last completed mod. Click OK.

19. Contract Closeout
The DD 1594 pulls forward the information that was entered in the Tracking Source document.

20. Contract Closeout
Determine if one or two people will sign the document. If two, on the “Items 8-9” tab, click the “Add” button to populate block 9b. Note: This will be per your agency’s procedures.

21. Contract Closeout
On the “Item 10” tab, click the “Add” button to add the contracting officer. Also select the correct radio button in block 10a.

22. Contract Closeout
The search window will appear in either case. Search for the correct contracting office for the person who will sign.

23. Contract Closeout
In the results above, note there are two similar names. The system will allow you to select either. Only the one from your Procurement Profile in System Administration will allow a signature.

24. Contract Closeout
Here I have selected the “incorrect” one.

25. Contract Closeout
Notice that the “Sign” button does not activate.

26. Here I have selected the correct contracting officer and address.
Contract Closeout
Here I have selected the correct contracting officer and address.

27. Contract Closeout
Now notice that the “Sign” button does activate. Note: The “Sign” button will only activate if you are the actual person in block 10c.

28. Contract Closeout
Now why didn’t the “Sign” button activate when the Contracting Officer’s name was selected the first time?

29. Contract Closeout
Sometimes, even though all of the procedures have been done correctly, the “Sign” button on the DD 1594 will still not activate. The next few slides will detail some of the reasons this might occur.

30. Contract Closeout
It is possible to have a person’s name entered more than once for a particular address. Only the one associated with the proper Procurement Profile in System Administration will allow a signature.

31. Contract Closeout
It is also possible to have more than one address for a particular UIC in Organization Maintenance. Even if your name is listed as a contact, if the one selected is not associated to your Procurement Profile, you cannot sign the DD 1594

32. Contract Closeout
Have your system administrator check your “Proc Profile” to indicate the correct address, and make sure that one is used.

33. The DD 1594 is now ready to be signed. Click the “Sign” button.
Contract Closeout
The DD 1594 is now ready to be signed. Click the “Sign” button.

34. The signature and the date now appear. Save and Close the DD 1594.
Contract Closeout
The signature and the date now appear. Save and Close the DD 1594.

35. Contract Closeout
The signed DD 1594 will now display in your folder. Highlight the delivery order once again and go to “retention end.”

36. Contract Closeout
From the Procurement menu, select Post-AwardCloseout and then Retention End.

37. Contract Closeout
Since info was entered on the tracking source, and that info pulled into the DD 1594, the retention date will calculate automatically. Note: If a tracking source document is not done, the Retention Date will have to be calculated and entered manually. Click OK

38. Contract Closeout
At this point, a determination needs to be made as to the need for a DD 1597, Contract Closeout Checklist.
Typically this form is not used for purchase orders or delivery orders that are Fixed Price supply or services.
Please follow your agency’s procedures for determining if this form is necessary for your particular Contract Closeout.
If a DD 1597 is necessary, here are the procedures for its creation.

39. Highlight the delivery order once again and follow these steps.
Contract Closeout
Highlight the delivery order once again and follow these steps.

40. Contract Closeout
From the Procurement menu, select Post-Award  Closeout Contract Closeout Checklist (DD 1597).

41. The “Create New Contract Closeout Checklist” window appears. Click OK.

42. Contract Closeout
The Contract Closeout Checklist opens to the first tab. Enter “Date of Physical Completion” in block 4. Enter information for each “Action Item” or un-check the item.

43. Contract Closeout
Continue through each tab making entries as necessary or un-checking the Action Item. Notice that the Final Paid Voucher and Issuance of Contract Completion Statement dates pre-fill.

44. Contract Closeout
Add the name of the person who will sign the DD as you did on the DD (See slide 21 to 27)

45. Contract Closeout
As before, the signature and the date will now show. Save and close the form.

46. The signed DD 1597 will now appear in the folder.
Contract Closeout
The signed DD 1597 will now appear in the folder.

47. Contract Closeout
Now highlight the delivery order once again to perform the actual closeout.

48. Contract Closeout
From the Procurement menu, select Post-Award  Closeout Closeout Award.

49. Contract Closeout
Select “Yes or No” to flag the DD 1594 for EDI transmission. Please follow your agency’s procedures.

50. Contract Closeout
Once your selection is made, the system will stamp the Delivery Order and its Modification with a “Closed Out” stamp.