DEFENSE LOGISTICS AGENCY HEADQUARTERS

 8725 JOHN J. KINGMAN ROAD

 FORT BELVOIR, VIRGINIA 22060-6221

April 24, 2020

MEMORANDUM FOR SUPPLY PROCESS REVIEW COMMITTEE (PRC) MEMBERS

SUBJECT: Approved Defense Logistics Management Standards (DLMS) Change (ADC) 1366, 

567C Contract Closeout Transaction, Clarify AMT Segment Notes

The attached change to DLM 4000.25, Defense Logistics Management Standards is 

approved for implementation.

Addressees may direct questions to Ms. Tonja Daniels-Carter, Enterprise Business 

Standards Office (EBSO), email: Tonja.Daniels-Carter@dla.mil or Mr. Kristopher Fromm, 

email: Kristopher.Fromm@dla.mil. Others must direct questions to their Service or Agency 

designated PRC representative available at 

http://www.dla.mil/HQ/InformationOperations/DLMS/allpoc/. 

TERESA W. SMITH

Director, Strategic Data Services

DLA Information Operations

Attachment

As stated 

cc: 

OSD(DPC) 

ODASD(Logistics)
Attachment, ADC 1366

Page 1

Attachment to ADC 1366 

567C Contract Closeout Transaction, Clarify AMT Segment Notes

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION: Enterprise Business 

Standards Office (EBSO), Tonja Daniels-Carter, email: Tonja.Daniels-Carter@dla.mil or 

Kristopher Fromm, email: Kristopher.Fromm@dla.mil

2. FUNCTIONAL AREA LOGISTICS AND TRANSACTION CHANGES: 

a. Primary/Secondary Functional Area: Procurement Integrated Enterprise 

Environment (PIEE)

b. Primary/Secondary Functional Process: Contract Administration

c. Logistics and Transaction Changes (Check All That Apply): 

 Category  Category  Category

Billing Physical Inventory X Contract Admin

Discrepancies / Deficiencies MILSTRAP DoDAAD

Serialization MILSTRIP MAPAD

Small Arms/Light Weapons MRA LMARS

pRFID Disposition DLM Publications

GFP DOD BRAC

3. REFERENCES: 

a. DLMS Implementation Convention (IC) 567C, DLMS Contract Completion 

Statement/ Unclosed Contract Status/Contract Close-out, dated November 30, 2017

b. DLM 4000.25, Volume 7, Chapter 4, Contract Completion Status Reporting

4. APPROVED CHANGE(S): 

a. Brief Overview of Change: This change will clarify the intent of the DLMS 567C, 

1/AMT/060 segment is to identify left over funds or an overpayment.

b. Background: 

(1) The DLMS 567C Contract Completion Statement/Unclosed Contract 

Status/Contract Close-out (Reference 3.a.) is used for contract completion status reporting. The 

EBSO is reviewing and validating many of the DLMS transactions for validity and legacy data 
Attachment, ADC 1366

Page 2

elements no longer required by the Services. During the review process, EBSO noticed notes in 

the 1/AMT/060 segment did not accurately convey the requirement and needed clarification. 

(2) For the benefit of reviewers, the extract below is from DLM 4000.25, 

Volume 7, Chapter 4 (Reference 3.b.) and provides background on Unliquidated Amount and 

Contract Over Payments: 

c. Approved Change in Detail: Revise the noted in the DLMS 567C, 1/AMT/060 

segment to clarify the data content. See Enclosure 1

d. Revisions to DLM 4000.25 Manuals: None

e. Transaction Flow: No Change

f. Alternatives: None – Notes require clarification

5. REASON FOR CHANGE: Clarify notes in the DLMS 567C, 1/AMT/060 segment.

6. ADVANTAGES AND DISADVANTAGES: 

a. Advantages: Clarifies notes

b. Disadvantages: None

7. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: Upon approval. No 

procedural changes are required nor are any system changes required.

8. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: None

“C4.5.5. Unliquidated Amount. The unliquidated amount is money that was obligated on 

the contract but not spent. In all cases, the final contract completion statement must include any 

unliquidated amount that remains on the contract or order after final payment has been made. 

The unliquidated amount is the remainder of the accumulated amounts paid, as netted by all 

collections, subtracted from the amount obligated on the contract by any contract modifications, 

and adjusted by deductions and all variance codes. The unliquidated amount must be conveyed 

in the AMT data segment of the CS loop in the DLMS 576C and will appear only when an 

unliquidated amount remains on the contract. The accountable activity must reclaim this money 

before the PO closes the contract. 

C4.5.6. Contract Over Payments. Contract over payments can occur when the contract 

contains the quantity variation clause, FAR 52.211-16 Variation in Quantity, and contractors 

deliver a quantity within the overage quantity permitted. In this instance, the contract funding is 

deficient and additional funds must be obligated before the contract can be closed. The deficient 

funds may be cited in the AMT segment and identified by Code C in AMT03.”
Attachment, ADC 1366

Page 3

9. IMPACT: 

a. New DLMS Data Elements: None

b. Changes to DLMS Data Elements: None

c. Automated Information Systems (AIS): None

d. Defense Automatic Addressing System (DAAS): None

e. Non-DLM 4000.25 Series Publications: None 

10. PROPOSED DLMS CHANGE (PDC) 1366 RESPONSE COMMENT RESOLUTION:

Component Response/Comment Disposition

1. OSD(DPC) Concur without comment As noted

2. US Army None As noted

3. US Navy Concur without comment As noted

4. USMC Concur without comment As noted

5. US Air Force None As noted

6. DLA None As noted

7. DAAS None As noted. 
Enclosure, ADC 1366

Page 1

Enclosure, 567C DLMS IC Change Table

# Location DLMS 4010 567C 

Contract Completion Statement/ Unclosed Contract 

Status/Contract Close-out

Revision

Reason

1. DLMS 

Introductory 

Note

Add ADC 1366 to DLMS Introductory Note 7 with the following:

- ADC 1366, 567C Contract Closeout Transaction, Clarify AMT 

Segment Note

Adds change to 

the introductory 

note. 

2. 1/AMT/060 Revise the Segment DLMS Note:

DLMS Note: 

1. Use in 1/CS/050 loops to indicate either the unliquidated funds 

amount left over after contract completion or an overpayment to the

Contractor (i.e. AMT03 = C). If AMT03 is not used, the dollar 

amount in AMT02 will convey the Debit/Excess funds.

2. Do not use in cancellations, or when CS05 cites either code D or 

E. 

Clarify the 

monetary amount 

format.

3. 1/AMT02/060 Revise the DLMS Note: 

DLMS Note: Express as a whole number with an explicit decimal 

point position as needed to indicate cents.

Clarify the 

monetary amount 

format.

4. 1/AMT03/060 Revise the DLMS Note;

C Credit

DLMS Note: Use to indicate the amount cited in AMT02 is an 

over payment to the contractor, NOT excess funds. 

Clarify the use of 

the C Credit.