Approved DLMS Change 168 

New DLMS Supplement 4010 567C, Contract Completion Status (DLMS Contract 

Completion Statement/Unclosed Contract Status/Contract Close-out Extension) 

1. ORIGINATOR 

a. Defense Logistics Management Standards Office (DLMSO) 

b. Sponsor: Supply Process Review Committee, Chair: Ellen Hilert, DLA DLMSO 

(J-6215), 703-767-0676 (DSN 427), ellen.hilert@dla.mil 

2. FUNCTIONAL AREA: Primary: Supply 

3. REQUESTED CHANGE 

a. Title: ADC 168, New DLMS Supplement 4010 567C, Contract Completion Status 

(DLMS Contract Completion Statement/Unclosed Contract Status/Contract Close-out Extension) 

(Supply) 

b. Description of Change: This change migrates the Federally-approved Implementation 

Convention (IC) 567 transaction from X12 version 3050 to 4010, identifies the new IC as “567C,” 

and provides a corresponding DLMS Supplement. The DLMS transaction 4010 567C is provided 

for Contract Administration Offices (CAOs) for use in reporting to Purchasing Offices (POs), 

both closed and unclosed contract file status. POs use this transaction set to request CAOs delay 

contract file closing. This transaction is to be used for logistics system modernization: it equates 

to the MILSCAP DICs listed. DAASC will provide conversion between DLMS and MILS during 

transition. This transaction will be supported by the Standard Procurement System (SPS). 

Contract Completion Statement PK9 

Unclosed Contract Status PKX 

Contract Closeout Extension PKZ 

c. Procedures: Modify DOD 4000.25-M, Defense Logistics Management System Manual 

as indicated in the Chapter 8, Contract Completion Status Reporting (Enclosure). 

4. REASON FOR CHANGE: This new DLMS transaction supports Component-level DLMS 

implementation as a transition from the MILSCAP legacy format. A 4010 version of this 

transaction was never published officially. The 3050 version is in use, as is an unofficial version 

of the 4010.

5. ADVANTAGES AND DISADVANTAGES 

a. Advantages: Supports implementation of this process in DLMS migration effort. 

 b. Disadvantages: None identified. 

6. IMPACT Publication(s):
 2 

a. DOD 4000.25-M, DLMS, chapter and DLMS Supplement 

b. A corresponding 4010 567C Federal IC has been submitted to the EDISMC/Procurement 

Functional Work Group for coordination/approval. 

c. No identified impact on Component plans for use of the 567C are known. 
DoD 4000.25-M Volume 2, March 2005 

Change 2

C8-1 CHAPTER 8 

C8. CHAPTER 8

CONTRACT COMPLETION STATUS REPORTING

C8.1 GENERAL

 C8.1.1. Purpose. This chapter prescribes standard procedures for reporting: 

 C8.1.1.1. The status of unclosed contracts subsequent to physical 

completion, 

 C8.1.1.2. Major events leading to the closing of the contract files by the 

Contract Administration Office (CAO), 

 C8.1.1.3. The extension of the contract closeout period by the CAO, and 

 C8.1.1.4. The extension of contract closeout period by the Purchasing Office 

(PO). 

 C8.1.2. Scope. These reports are identified as DS DLMS Supplement (DS) to 

Federal Implementation Convention (IC) 567C, Contract Completion Status 

(http://www.dla.mil/j-6/dlmso/eLibrary/TransFormats/x12.asp), and primarily provide 

information to the PO for closing and retiring its contract files. 

 C8.1.3. Computer Formats. These procedures complement those in FAR, section 

4.804-1 and DFARS section 204.804-1, -4, and -5, and provide computer processable 

formats in lieu of hard-copy documents. 

 C8.1.4. Contract Completion Statements. Each CAO-issued DS 567 may include 

only one contract completion statement or unclosed contract status, or cancellation. 

The PO-issued DS 567 may include only one contract closeout extension. Multiple 

Contract Completion Statements within a single 567 transmission are not permitted at 

this time. 

C8.2. BASIS FOR CONTRACT CLOSING

 C8.2.1. Contract Face Value. The basis for closing contract files depends upon 

the face value of the contract and the extent of administration accorded to it. 

 C8.2.2. Closeout Code. The CAO uses the conditions set forth in the Contract 

Closeout Group codes to group the contracts for follow-on closing actions. 

C8.3. STANDARD TIMES FOR CONTRACT CLOSING. The FAR, Section 4.804-1 

prescribes the time standards for closing contracts. These standards are based on the 

date that the contract is physically completed and on the pricing provisions. When the 

Field Code

Changed
DoD 4000.25-M Volume 2, March 2005 

Change 2

C8-2 CHAPTER 8 

CAO closes the contract within the time standards it reports the closure under the 

procedures in C8.4, below. When the CAO does not close the contract within the time 

standards it reports the status under the procedures in C8.5, below, until it closes the 

contract and finally reports it under C8.4, below. 

C8.4. CONTRACT PAYMENT. When an office other than the office with primary 

contract administration responsibility performs the payment function on a contract, the 

disbursing office will notify the primary CAO when final payment has been made and the 

disbursing office file closed. The CAO will forward the status within 5 workdays after 

expiration of the standard closing period. 

C8.5. CONTRACT COMPLETION STATEMENT

 C8.5.1. Purpose. The contract completion statement is the DFARS-authorized 

electronic version of the DD Form 1594, Contract Completion Statement. It is the 

means by which the CAO informs the PO (or designated Automated Data Processing 

(ADP) point of the major events of physical completion, final payment, and/or that the 

CAO contract file is closed. For all contracts, a final contract completion statement is 

the basis for the PO to closeout its contract file. 

 C8.5.2. Small Purchase Contracts. Small purchase contracts are Contract 

Closeout Group Code A and usually do not require payment reporting for contract 

completion or file closeout. For these contracts the final contract completion statement 

will normally include only the physical completion date. 

 C8.5.3. Contract Completion Definition. A contract is physically completed when, 

 C8.5.3.1. For supplies and services contracts: 

 C8.5.3.1.1. The contractor has completed the required deliveries of 

supplies and the Government has inspected and accepted such supplies, and 

 C8.5.3.1.2. The contractor has performed all services and the 

Government has accepted such services, or 

 C8.5.3.1.3. A notice of complete contract termination has been given to 

the contractor by the Government; 

 C8.5.3.2. For facilities contracts and rental, use, and storage agreements, a 

notice of complete termination has been issued or the contract period has expired. 

 C8.5.4. Physical Completion of Large-Purchase Contract. When a large-purchase 

contract, i.e., Contract Closeout Group code B, C, or D, is physically completed (i.e., 

delivered complete and the material or service accepted), the CAO with the primary 

contract administration responsibility will forward an interim contract completion 

statement to the PO to report physical completion. 
DoD 4000.25-M Volume 2, March 2005 

Change 2

C8-3 CHAPTER 8 

 C8.5.5. Final Payment for Large-Purchase Contract. For a large-purchase 

contract, Contract Closeout Group code B, C, or D, when final payment is made and 

other actions completed, the CAO with primary contract administration responsibility will 

forward a final contract completion statement to the PO based upon physical 

completion, final payment, and completion of all administrative actions. 

 C8.5.6. 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 will be carried in the AMT data segment of 

the CS loop and will only appear when an unliquidated amount remains on the contract. 

The accountable activity must reclaim this money before the PO closes the contract.

 C8.5.7: Contract Over Payments. Contract over payments can occur when the 

contract contains the Quantity Variation clause 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. 

 C8.5.78. Receipt of Contract Extension Report. When the CAO has received a 

contract completion extension report from the PO, and if the CAO had to perform an 

additional contract administration function, the CAO will issue a final contract closeout 

statement report within 5 workdays after the extended closeout date. If the CAO did not 

have to perform additional contract administration functions after the extension 

transaction was issued, the contract file will be closed and the last issued final contract 

completion statement will apply. 

8.6. UNCLOSED CONTRACT STATUS. The CAO will furnish an unclosed contract 

status report to the PO (or designated ADP point) for each contract that will not be 

closed within the timeframe established in FAR, Section 4.804-1. 

 C8.6.1. Reason for Delay. The status report will include the reasons for delay and 

the target date which has been set for closing. 

 C8.6.2. Revised Unclosed Status Report. If the contract is not closed by the 

target date, a revised unclosed contract status report will be forwarded with the new 

target date and reasons for further delay. 

 C8.6.3. Timeframe. A CAO with primary contract administration responsibility will 

forward the unclosed contract status report to the PO. The FAR, Section 4.804 requires 

the CAO to forward the status report within 15 workdays after the expiration of the 

standard closing period. 
DoD 4000.25-M Volume 2, March 2005 

Change 2

C8-4 CHAPTER 8 

C8.7. CONTRACT CLOSEOUT EXTENSION

 C8.7.1. Purpose. The PO will use the contract completed date in the contract 

completion statement as the closeout date for file purposes. When completion of any 

pending significant PO action extends beyond this closeout date, the PO will send a 

contract closeout extension notice to the CAO (or designated ADP point) advising of the 

extended closeout date. 

 C8.7.2. Timeframe. The PO must forward the extension to the CAO within 5 

workdays after receipt of the completion statement. 

 C8.7.3. Status. The CAO will then hold the contract open until the extended 

closeout date. 

 C8.7.4. Revision of Closeout Extension. The PO must ensure that when the 

extended closeout date is to be revised, another extension notice, with a new extended 

closeout date, is sent to the CAO. 

 C8.7.5. Closure. The CAO will close the contract file after the extended closeout 

date is passed. If the CAO performed an additional contract administrative function, it 

will issue another contract completion statement report; otherwise, the previous 

statement report will remain in effect. 

C8.8. CANCELLATIONS. Conditions may arise that necessitate the cancellation of a 

Contract Completion Status transaction. Cancellation is accomplished by transmitting 

the PIIN, SPIIN (when applicable), CAO, and PO of the original transaction and a 

Transaction Status Indicator Code K. 

C8.9. FAST PAY CONTRACTS. Normally, a PO receives both a shipment notice 

transaction and a contract completion statement transaction on each contract. On fastpay contracts which do not exceed $25,000, however, shipment information is not 

required by the Army, Navy, or DLA. The Army will use the contract completion 

statement, both to show performance and to close the contract. The Air Force still 

requires and receives the shipment information and a contract completion statement on 

fast-pay contracts. 

C8.10. PREPARATION OF THE TRANSACTION. Prepare DS 567C, Contract 

Completion Status, per http://www.dla.mil/j-6/dlmso/eLibrary/TransFormats/

x12.asp. 

C8.10.1. Multiple Reports. Any number of contract completion status reports 

and/or cancellations, going to the same addressee, can be included in the same 

transaction set.

 C8.10.21. Structure. This transaction set contains only one table. Multiple 

records are included by multiple iterations of the 1/CS/050 loop.
DoD 4000.25-M Volume 2, March 2005 

Change 2

C8-5 CHAPTER 8 

 C8.10.3. Uses. As discussed insections C8.4., C8.5., and C8.6., there are six 

uses C8.4,C8.5, and C8.6, there are five uses of the Contract Completion Status 

transaction set. Each use is identified by a code in reference CS05.

 C8.10.3.1. CAO Issuance. Those issued by the CAO: 

 C8.10.3.1. The unclosed contract status (code D); 

 C8.10.3.2. The final contract completion statement for a small purchase 

(code A); 

 C8.10.3.3. The interim contract completion statement for a large 

purchase (code B); and 

 C8.10.3.4. The final contract completion statement for a large purchase 

(code C). 

 C810.3.2. PO Issuance. The transaction issued by the PO is the contract 

closeout extension (code E). 

 C8.10.3.3. DFAS Issuance. The transaction issued by DFAS is the 

financial contract completion statement (code F)..

 C8.10.4. Name/Place Data. There are two N1 data segments for names and 

places. 

 C8.10.4.1. To/From Code. The 1/N1/030 segment precedes the 1/CS/050 

loop, and with two iterations, carries the code FR (from) and the code TO (to); these will 

be the appropriate PO and CAO which will be common to all records in a given 

transaction set. 

 C8.10.4.2. Paying Office. The 1/N1/120 segment in the 1/CS/050 loop will 

identify a paying office or a contractor when one applies to the record. 

 C8.10.4.3. Transaction Status Code. Each applicable Transaction Status 

Indicator Code is carried in an iteration of the 1/LQ/110 data segment. Only codes F, J, 

and K may be used in this transaction set. 

 C8.10.4.4. Cancellation Report. A cancellation report is identified by the 

Transaction Status Indicator code K in an 1/LQ/110 data segment. A cancellation report 

must be sent at least 1 day before its replacement report. A cancellation report requires 

the To, the From, the procurement instrument identification number, the supplementary 

procurement instrument identification number if applicable, the code for the type 

transaction, and the cancellation code. 
DLMS Supplement to Federal IC 567C Contract Completion Status ADC 168 DoD 4000.25-M

(DLMS Contract Completion Statement/ Unclosed Contract Status/Contract Close-out Extension) 

004010F567C0CA00 1 Ausgust 15, 2005

567 Contract Completion Status 

Functional Group=D3 This Draft Standard for Trial Use contains the format and establishes the data contents of the Contract Completion Status Transaction Set (567) 

for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be used to report administrative closure 

status on completed contracts. The originator can use this transaction set to close contract files, to indicate why contract files will not be closed 

within established milestones, or to extend contract closeout milestone dates.This transaction set may be used to convey contract summary 

data, financial information, dates pertinent to the administrative closing of a contract file, and logistics information necessary to evaluate contract 

closeout status. 

Notes: 

1/020 The BC segment can carry a transaction reference number and a reference to a previous transaction number. 

1/050L The CS loop carries the details of the contract(s) being reported and the logistics management information relative to the 

administrative closeout of the contract(s). 

1/050 The CS loop carries the details of the contract(s) being reported and the logistics management information relative to the 

administrative closeout of the contract(s). 

1/060 The AMT segment carries the amount of obligated dollars which remain unliquidated, if any existed, at the time the contract was 

administratively closed. 

1/070 The N9 segment contains the number of the last payment voucher applicable to the reported contract. 

1/100L The LM loop identifies logistic data unique to each use of the CS loop. 

1/100 The LM loop identifies logistic data unique to each use of the CS loop. 

Federal Note:

1. Contract Administration Offices (CAOs) use this transaction set to report to Purchasing Offices (POs), both closed and unclosed contract 

file status. POs use this transaction set to request CAOs delay contract file closing. Contract file closings are dependent upon contract face 

values and the attendant administrative costs associated with such contract file closings. 

2. Use a single occurrence of this transaction set to transmit a final CAO contract completion statement for small purchases (usually without 

payment data), or an interim CAO contract completion statement for large purchases (with or without payment data), or a final CAO contract 

completion statement for large purchases (must include payment data), or a CAO extension of contract closing to the PO, or a PO requests to 

the CAO for contract closing extension for specified periods of time. Each 567 transaction set may only contain one (1) of the five reports 

stated above, to include cancellations thereof. Multiple contract reports are not permitted. 

3. Use only the ST, BC, 1/N1/030, G61, CS, LM, LQ, and SE segments when cancelling a previously transmitted contract completion status 

report. 

4. DoD users of this IC should refer to the Defense Logistics Management System (DLMS) Supplement to the Federal Implementation 

Convention (IC) available at URL: http://www.dla.mil/j-6/dlmso. As situations warrant, the DLMS Supplement may provide additional business 

rules, conditions, and authorized codes necessary for appropriate use of this IC within the DLMS prior to inclusion in this federal IC.

DLMS Note:

1. Users operating under the Defense Logistics Management system (DLMS) must reference the Unit of Issue and Purchase Unit 

Conversion Table, Transportation Mode of Shipment Conversion Table, and the Accounting Classification Appendix which can be found on 

the Defense Logistics Management Standards Office (DLMSO) web site at http://www.dla.mil/j-6/dlmso. 

2. This DLMS Supplement contains: 

a. Data associated with a DLMS enhancement which may not be received or understood by the recipient's automated processing system. 

DLMS procedures may not have been developed. Components must coordinate requirements and business rules with DLMSO prior to use. 

b. Data associated with an Approved Change which may not have an established implementation date. This data may not be received or 

understood by the recipient's automated processing system. Components must coordinate implementation with DLMSO prior to use. 

c. Defense Logistics Standard System (DLSS) data which must be retained in the DLMS for a transition period to support transaction 

conversion in a mixed DLSS/DLMS environment. This data will be streamlined out once full DLMS implementation is reached. Components 

may coordinate with DLMSO for early termination (or retention) of specific data requirements for users operating in a full DLMS environment.
DLMS Supplement to Federal IC 567C Contract Completion Status ADC 168 DoD 4000.25-M

(DLMS Contract Completion Statement/ Unclosed Contract Status/Contract Close-out Extension) 

004010F567C0CA00 2 Ausgust 15, 2005

d. Data elements which have an expanded files size above existing DLSS capability which may not be supported by the recipient's

automated processing system. Components must coordinate implementation with DLMSO prior to use. 

e. Data required to accommodate Component-unique transaction requirements (ex. C-series transactions). Data does not apply to DLSS 

transactions. 

3. This revision to the DS incorporates Proposed DLMS Changes (PDC) and Approved DLMS Changes (ADC) listed. PDCs/ADCs are 

available from the DLMSO website: http://www.dla.mil/j-6/dlmso/Changes. 

- ADC 168, New DLMS Supplement 4010 567C, Contract Completion Status (DLMS Contract Completion Statement/Unclosed Contract 

Status/Contract Close-out Extension) (Contract Administration)

Heading:

Pos Id Segment Name Req Max Use Repeat Notes Usage

 010 ST Transaction Set Header M 1 Must use 

 020 BC Beginning Segment for Contract 

Completion Status 

M 1 N1/020 Must use 

 030 N1 Name O 2 Used 

 040 G61 Contact O 1 Used 

 045 NTE Note/Special Instruction O 100 Used 

LOOP ID - CS 100 N1/050L

 050 CS Contract Summary M 1 N1/050 Must use 

 060 AMT Monetary Amount O 1 N1/060 Used 

 070 N9 Reference Identification O 1 N1/070 Used 

 080 G62 Date/Time O 3 Used 

 085 G61 Contact O 1 Used 

 090 NTE Note/Special Instruction O 5 Used 

LOOP ID - LM 10 N1/100L

 100 LM Code Source Information O 1 N1/100 Used 

 110 LQ Industry Code M 100 Must use 

LOOP ID - N1 10

 120 N1 Name O 1 Used 

 160 SE Transaction Set Trailer M 1 Must use 
DLMS Supplement to Federal IC 567C Contract Completion Status ADC 168 DoD 4000.25-M

(DLMS Contract Completion Statement/ Unclosed Contract Status/Contract Close-out Extension) 

004010F567C0CA00 3 Ausgust 15, 2005

ST Transaction Set Header Pos: 010 Max: 1

Heading - Mandatory 

Loop: N/A Elements: 2

User Option (Usage): Must use

To indicate the start of a transaction set and to assign a control number 

Semantics: 

1. The transaction set identifier (ST01) used by the translation routines of the interchange partners to select the appropriate transaction set 

definition (e.g., 810 selects the Invoice Transaction Set). 

Element Summary: 

Ref Id Element Name Req Type Min/Max Usage

 ST01 143 Transaction Set Identifier Code

 

Description: Code uniquely identifying a Transaction 

Set

 

M ID 3/3 Must use 

Code Name

 567 Contract Completion Status 

 

 ST02 329 Transaction Set Control Number

 

Description: Identifying control number that must be 

unique within the transaction set functional group 

assigned by the originator for a transaction set

Federal Note: This unique control number is assigned 

by the originator of the transaction set or by the 

originator's application program. This number is carried 

in SE02.

 

M AN 4/9 Must use 
DLMS Supplement to Federal IC 567C Contract Completion Status ADC 168 DoD 4000.25-M

(DLMS Contract Completion Statement/ Unclosed Contract Status/Contract Close-out Extension) 

004010F567C0CA00 4 Ausgust 15, 2005

BC Beginning Segment for Contract 

Completion Status

Pos: 020 Max: 1

Heading - Mandatory 

Loop: N/A Elements: 4

User Option (Usage): Must use

To indicate the beginning of a Contract Completion Status Transaction Set 

Semantics: 

1. BC02 is the date of transaction set preparation. 

2. BC03 is the time of transaction set preparation. 

3. BC04 is the transaction reference number. 

4. BC05 is the reference number of a previous transaction. 

Element Summary: 

Ref Id Element Name Req Type Min/Max Usage

 BC01 353 Transaction Set Purpose Code

 

Description: Code identifying purpose of transaction set 

M ID 2/2 Must use 

Code Name

 00 Original 

Federal Note: 

Use code 00 regardless of the type of contract completion status report. 

 BC02 373 Date

 

Description: Date expressed as CCYYMMDD

Federal Note: 1. This date corresponds to the Universal 

Time Coordinate (UTC).

 

O DT 8/8 Must use 

 BC03 337 Time

 

Description: Time expressed in 24-hour clock time as 

follows: HHMM, or HHMMSS, or HHMMSSD, or 

HHMMSSDD, where H = hours (00-23), M = minutes 

(00-59), S = integer seconds (00-59) and DD = decimal 

seconds; decimal seconds are expressed as follows: D = 

tenths (0-9) and DD = hundredths (00-99)

Federal Note: 1. Express the originating activity's time 

in UTC. 

2. Express time in a four-position (HHMM) format.

 

O TM 4/8 Must use 

 BC06 640 Transaction Type Code

 

Description: Code specifying the type of transaction

DLMS Note: Use to identify all types of contract 

completion status reports including cancellations thereof.

Also must use the 1/LQ/110 segment.

 

O ID 2/2 Used 

Code Name

 V1 Contract Completion Report 
DLMS Supplement to Federal IC 567C Contract Completion Status ADC 168 DoD 4000.25-M

(DLMS Contract Completion Statement/ Unclosed Contract Status/Contract Close-out Extension) 

004010F567C0CA00 5 Ausgust 15, 2005

N1 Name Pos: 030 Max: 2

Heading - Optional 

Loop: N/A Elements: 4

User Option (Usage): Used

To identify a party by type of organization, name, and code 

Syntax Rules: 

1. R0203 - At least one of N102 or N103 is required. 

2. P0304 - If either N103 or N104 is present, then the other is required. 

Comments: 

1. This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the "ID 

Code" (N104) must provide a key to the table maintained by the transaction processing party. 

2. N105 and N106 further define the type of entity in N101. 

Federal Note:

1. Use in every transaction set to cite the organization originating the transaction set. 

2. Use in every transaction set to identify the organization to receive the transaction set. 

3. Two occurrences are required in every contract completion status transaction set.

Element Summary: 

Ref Id Element Name Req Type Min/Max Usage

 N101 98 Entity Identifier Code

 

Description: Code identifying an organizational entity, a 

physical location, property or an individual

 

M ID 2/3 Must use 

Code Name

 C4 Contract Administration Office 

Federal Note: 

Use when 1/CS05/050 cites any of codes A, B, C, or D, to identify the CAO originating the 

transaction set. When 1/CS05/050 cites code E, use to identify the CAO to receive the 

transaction set. 

 PR Payer 

Federal Note: 

Use when 1/CS05/050 cites code F to identify the DFAS office that is issuing a financial contract 

completion statement. This is not the disbursing office that made final payment. That entity is 

identified in the 1/N1/120 segment. 

 QB Purchase Service Provider 

Federal Note: 

Use when CS05 is any of codes A, B, C, or D, to identify the PO to receive the transaction set. 

When CS05 cites code E, use to identify the PO originating the transaction set. 

 N103 66 Identification Code Qualifier

 

Description: Code designating the system/method of 

code structure used for Identification Code (67)

 

X ID 1/2 Must use 

Code Name

 10 Department of Defense Activity Address Code (DODAAC) 

DLMS Note: 
DLMS Supplement to Federal IC 567C Contract Completion Status ADC 168 DoD 4000.25-M

(DLMS Contract Completion Statement/ Unclosed Contract Status/Contract Close-out Extension) 

004010F567C0CA00 6 Ausgust 15, 2005

DLMS enhancement; see introductory DLMS note 2a. 

 N104 67 Identification Code

 

Description: Code identifying a party or other code 

X AN 2/80 Must use 

 N106 98 Entity Identifier Code

 

Description: Code identifying an organizational entity, a 

physical location, property or an individual

Federal Note: Must use codes FR and TO in 

conjunction with the appropriate N101 code to indicate 

the organizations sending and receiving the transaction 

set.

 

O ID 2/3 Must use 

Code Name

 FR Message From 

Federal Note: 

Use to indicate that the organization cited in N104 transmitted the transaction set. 

 TO Message To 

Federal Note: 

Use to indicate that the organization cited in N104 is to receive the transaction set. 
DLMS Supplement to Federal IC 567C Contract Completion Status ADC 168 DoD 4000.25-M

(DLMS Contract Completion Statement/ Unclosed Contract Status/Contract Close-out Extension) 

004010F567C0CA00 7 Ausgust 15, 2005

G61 Contact Pos: 040 Max: 1

Heading - Optional 

Loop: N/A Elements: 2

User Option (Usage): Used

To identify a person or office to whom communications should be directed 

Syntax Rules: 

1. P0304 - If either G6103 or G6104 is present, then the other is required. 

Comments: 

1. G6103 qualifies G6104. 

Federal Note:

Use to identify the responsible official who either signed a final contract completion statement or signed a PCO extension of a contract closing 

date.

Element Summary: 

Ref Id Element Name Req Type Min/Max Usage

 G6101 366 Contact Function Code

 

Description: Code identifying the major duty or 

responsibility of the person or group named

 

M ID 2/2 Must use 

Code Name

 AC Administrative Contracting Officer 

Federal Note: 

When LQ02 is code PK9, use to indicate the name of the responsible official who signed the 

Contract Completion Statement. 

 PC Purchasing Contracting Officer (PCO) 

Federal Note: 

When LQ02 is code PKZ, use to indicate the name of the responsible official who signed the 

PCO extension of contract closing date. 

 G6102 93 Name

 

Description: Free-form name 

M AN 1/60 Must use 
DLMS Supplement to Federal IC 567C Contract Completion Status ADC 168 DoD 4000.25-M

(DLMS Contract Completion Statement/ Unclosed Contract Status/Contract Close-out Extension) 

004010F567C0CA00 8 Ausgust 15, 2005

NTE Note/Special Instruction Pos: 045 Max: 100

Heading - Optional 

Loop: N/A Elements: 1

User Option (Usage): Used

To transmit information in a free-form format, if necessary, for comment or special instruction 

Comments: 

1. The NTE segment permits free-form information/data which, under ANSI X12 standard implementations, is not machine processable. The 

use of the NTE segment should therefore be avoided, if at all possible, in an automated environment. 

Federal Note:

Use this segment one or more times to provide text information related to a PCO extension of the contract closing date.

Element Summary: 

Ref Id Element Name Req Type Min/Max Usage

 NTE02 352 Description

 

Description: A free-form description to clarify the 

related data elements and their content

 

M AN 1/80 Must use 
DLMS Supplement to Federal IC 567C Contract Completion Status ADC 168 DoD 4000.25-M

(DLMS Contract Completion Statement/ Unclosed Contract Status/Contract Close-out Extension) 

004010F567C0CA00 9 Ausgust 15, 2005

CS Contract Summary Pos: 050 Max: 1

Heading - Mandatory 

Loop: CS Elements: 5

User Option (Usage): Must use

To provide information about a contract 

Syntax Rules: 

1. P0405 - If either CS04 or CS05 is present, then the other is required. 

Semantics: 

1. CS09 is the permissible overage as a percentage of the total contract line item number (CLIN) quantity. 

2. CS10 is the permissible shortage as a percentage of the total contract line item number (CLIN) quantity. 

3. CS11 is the permissible overage dollar value specified by the contract above which discrepancy action is taken. 

4. CS14 is the Unit of Measure stipulated in the contract. 

5. CS15 is the contract line item number (CLIN) unit price specified in the contract. 

6. CS17 conveys the Critical Application Indicator. A "Y" indicates that a Critical Application Indicator is specified in the contract; an "N" 

indicates that no Critical Application Indicator is specified in the contract. 

7. CS18 conveys the Special Requirements Indicator. A "Y" indicates that a Special Requirements Indicator (requiring special testing and or 

evaluation) is specified in the contract; an "N" indicates that no Special Requirements Indicator is specified in the contract.

Comments: 

1. CS04 may be used to identify the Contract Line Item Number (CLIN) or Extended (or Exhibit) Line Item Number (ELIN). 

2. CS07 and CS13 can be used to indicate two different types of special services required. 

Federal Note:

1. Use this segment to identify the contract number, i.e., the Procurement Instrument Identification Number (PIIN); and, if applicable, the 

contract modification number; the call or order number, i.e., the Supplementary PIIN (SPIIN); or the call or order number including the 

respective call or order number modification, as applicable. 

2. There can only be one occurrence of this loop.

Element Summary: 

Ref Id Element Name Req Type Min/Max Usage

 CS01 367 Contract Number

 

Description: Contract number

Federal Note: Use to identify the procurement 

instrument identification number (PIIN) of the 

procurement instrument being reported. 

O AN 1/30 Used 

 CS02 327 Change Order Sequence Number

 

Description: Number assigned by the orderer 

identifying a specific change or revision to a previously 

transmitted transaction set

Federal Note: Use, as applicable, to identify the six 

position contract modification number of the 

procurement instrument being reported. 

O AN 1/8 Used 

 CS03 328 Release Number 

Description: Number identifying a release against a 

Purchase Order previously placed by the parties 

O AN 1/30 Used 
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(DLMS Contract Completion Statement/ Unclosed Contract Status/Contract Close-out Extension) 

004010F567C0CA00 10 Ausgust 15, 2005

involved in the transaction

Federal Note: Use to identify the four-position 

supplemental procurement instrument identification 

number (SPIIN) of the call/order being reported and 

when applicable, its two-position modification number.

 

 CS04 128 Reference Identification Qualifier

 

Description: Code qualifying the Reference 

Identification

 

X ID 2/3 Must use 

Code Name

 DD Document Identification Code 

DLMS Note: 

Code DD is used as a filler to satisfy ANSI syntax. 

 CS05 127 Reference Identification

 

Description: Reference information as defined for a 

particular Transaction Set or as specified by the 

Reference Identification Qualifier

Federal Note: 1. Must use one of the following codes to 

identify the type of contract closeout status report: 

A - final contract completion statement for small 

purchases 

B - interim (physical) completion statement for large 

purchases 

C - final contract completion statement for large 

purchases 

D - extension of contract closing date (by CAO) 

E - extension of contract closing date (by PCO). 

F - financial contract completion statement (by DFAS) 

2. When N101 is code PR and N106 is code FR, cite 

code F in this data element. 

DLMS Note: DLMS enhancements; see introductory 

DLMS note 2a.

 

X AN 1/30 Used 
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(DLMS Contract Completion Statement/ Unclosed Contract Status/Contract Close-out Extension) 

004010F567C0CA00 11 Ausgust 15, 2005

AMT Monetary Amount Pos: 060 Max: 1

Heading - Optional 

Loop: CS Elements: 3

User Option (Usage): Used

To indicate the total monetary amount 

Federal 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. 

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

Element Summary: 

Ref Id Element Name Req Type Min/Max Usage

 AMT01 522 Amount Qualifier Code

 

Description: Code to qualify amount 

M ID 1/3 Must use 

Code Name

 UA Unliquidated Amount 

 

 AMT02 782 Monetary Amount

 

Description: Monetary amount

Federal Note: Express as a whole number with an 

explicit decimal position as needed.

 

M R 1/18 Must use 

 AMT03 478 Credit/Debit Flag Code

 

Description: Code indicating whether amount is a credit 

or debit

 

O ID 1/1 Used 

Code Name

 C Credit 

DLMS Note: 

Use to indicate the amount cited in AMT02 is an over payment to the contractor, NOT excess 

funds. 
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004010F567C0CA00 12 Ausgust 15, 2005

N9 Reference Identification Pos: 070 Max: 1

Heading - Optional 

Loop: CS Elements: 3

User Option (Usage): Used

To transmit identifying information as specified by the Reference Identification Qualifier 

Syntax Rules: 

1. R0203 - At least one of N902 or N903 is required. 

2. C0605 - If N906 is present, then N905 is required. 

Semantics: 

1. N906 reflects the time zone which the time reflects. 

2. N907 contains data relating to the value cited in N902. 

Federal Note:

1. Use in 1/CS/050 loops as needed, to identify the final shipment number and the final payment voucher number or final approved invoice 

number. 

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

3. Must use in 1/CS/050 loops when CS05 cites code C. May be used when CS05 cites either code A or B.

Element Summary: 

Ref Id Element Name Req Type Min/Max Usage

 N901 128 Reference Identification Qualifier

 

Description: Code qualifying the Reference 

Identification

 

M ID 2/3 Must use 

Code Name

 IK Invoice Number 

Federal Note: 

1. Use this code to indicate the number of a final approved invoice that was forwarded to the 

disbursing officer of another activity. 

2. When this code is used, identify the date the invoice was forwarded in N904. 

 SI Shipper's Identifying Number for Shipment (SID) 

Federal Note: 

Use this code to indicate the final shipment number. Concatenate the final shipment indicator, 

the letter Z, with the shipment number. 

 VV Voucher 

Federal Note: 

Use to identify the voucher number of the final payment. 

 N902 127 Reference Identification

 

Description: Reference information as defined for a 

particular Transaction Set or as specified by the 

Reference Identification Qualifier 

X AN 1/30 Must use 

 N904 373 Date

 

Description: Date expressed as CCYYMMDD

O DT 8/8 Used 
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(DLMS Contract Completion Statement/ Unclosed Contract Status/Contract Close-out Extension) 

004010F567C0CA00 13 Ausgust 15, 2005

Federal Note: When N901 is code IK, use this data 

element to identify the date the invoice was forwarded.

 
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004010F567C0CA00 14 Ausgust 15, 2005

G62 Date/Time Pos: 080 Max: 3

Heading - Optional 

Loop: CS Elements: 2

User Option (Usage): Used

To specify pertinent dates and times 

Syntax Rules: 

1. R0103 - At least one of G6201 or G6203 is required. 

2. P0102 - If either G6201 or G6202 is present, then the other is required. 

3. P0304 - If either G6203 or G6204 is present, then the other is required. 

DLMS Note:

Use in 1/CS/050 loops when reporting all types of contract closeout status except cancellations.

Element Summary: 

Ref Id Element Name Req Type Min/Max Usage

 G6201 432 Date Qualifier

 

Description: Code specifying type of date

Federal Note: 1. For interim contract completion 

statement transactions (i.e., physically completed and 

accepted), use codes BM, BN, and BW, as appropriate. 

Do not use code BP. 

2. For final contract completion statement transactions 

for large purchases (i.e., contracts closed), use code BM 

and BW and as appropriate, BN and BP. For small 

purchases use codes BM and BW, and, as appropriate, 

BN. 

3. For CAO contract closeout extension status 

transactions, use codes BM, BW, BN, and BO, as 

appropriate. 

4. For PCO contract closeout extension transactions, 

use code BQ.

 

X ID 2/2 Used 

Code Name

 BM Contract Physically Completed 

Federal Note: 

Use to identify the date of physical completion. 

 BN Contract Final Payment 

Federal Note: 

Use, as appropriate, in contract completion and CAO contract closeout extension status reports 

to identify the date of final payment. Must use when reporting final large purchase contract 

completion statements (CS05 cites code C). When using in this manner, the transaction must 

contain the 1/LQ/110 segment, including transaction status indicator code F and a contract 

closeout group code of B, C, or D. 

 BO Estimated Contract Completion 

Federal Note: 
DLMS Supplement to Federal IC 567C Contract Completion Status ADC 168 DoD 4000.25-M

(DLMS Contract Completion Statement/ Unclosed Contract Status/Contract Close-out Extension) 

004010F567C0CA00 15 Ausgust 15, 2005

Must use in unclosed CAO contract closeout extension status transactions to identify the 

estimated contract completion date. CAO contract closeout extension must cite the contractor in 

the one iteration of the 1/N1/120 loop. Do not use any transaction status indicator code. Must 

use when CS05 cites code D. 

 BP Contract Closed 

Federal Note: 

Must use in large purchase final contract completion statements (CS05 cites code C) to identify 

the contract closure date. Must use with one iteration of 1/LQ/110 and transaction status 

indicator code F. 

 BQ Extended Closeout 

Federal Note: 

Must use in contract closeout extension transactions (CS05 cites code E) to identify an extended 

closeout date. 

 BW Signature 

Federal Note: 

Use to identify the date a Responsible Official provided the notice of physical completion. 

 G6202 373 Date

 

Description: Date expressed as CCYYMMDD 

X DT 8/8 Used 
DLMS Supplement to Federal IC 567C Contract Completion Status ADC 168 DoD 4000.25-M

(DLMS Contract Completion Statement/ Unclosed Contract Status/Contract Close-out Extension) 

004010F567C0CA00 16 Ausgust 15, 2005

G61 Contact Pos: 085 Max: 1

Heading - Optional 

Loop: CS Elements: 2

User Option (Usage): Used

To identify a person or office to whom communications should be directed 

Syntax Rules: 

1. P0304 - If either G6103 or G6104 is present, then the other is required. 

Comments: 

1. G6103 qualifies G6104. 

Federal Note:

When G6201 is code BM, use this segment to identify the name of the Responsible Official who provided the notice of physical completion in 

a Contract Completion Statement.

Element Summary: 

Ref Id Element Name Req Type Min/Max Usage

 G6101 366 Contact Function Code

 

Description: Code identifying the major duty or 

responsibility of the person or group named

 

M ID 2/2 Must use 

Code Name

 RP Responsible Person 

 

 G6102 93 Name

 

Description: Free-form name 

M AN 1/60 Must use 
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(DLMS Contract Completion Statement/ Unclosed Contract Status/Contract Close-out Extension) 

004010F567C0CA00 17 Ausgust 15, 2005

NTE Note/Special Instruction Pos: 090 Max: 5

Heading - Optional 

Loop: CS Elements: 1

User Option (Usage): Used

To transmit information in a free-form format, if necessary, for comment or special instruction 

Comments: 

1. The NTE segment permits free-form information/data which, under ANSI X12 standard implementations, is not machine processable. The 

use of the NTE segment should therefore be avoided, if at all possible, in an automated environment. 

Federal Note:

Use this segment one or more times to provide text information applicable to a Final Acceptance Date or a Reason for Delay.

Element Summary: 

Ref Id Element Name Req Type Min/Max Usage

 NTE02 352 Description

 

Description: A free-form description to clarify the 

related data elements and their content

 

M AN 1/80 Must use 
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004010F567C0CA00 18 Ausgust 15, 2005

LM Code Source Information Pos: 100 Max: 1

Heading - Optional 

Loop: LM Elements: 1

User Option (Usage): Used

To transmit standard code list identification information 

Comments: 

1. LM02 identifies the applicable industry code list source information. 

Federal Note:

Use this loop in 1/CS/050 loops to identify Agency unique coded data related to the characteristics and coding requirements for the contract 

completion status report.

Element Summary: 

Ref Id Element Name Req Type Min/Max Usage

 LM01 559 Agency Qualifier Code

 

Description: Code identifying the agency assigning the 

code values

 

M ID 2/2 Must use 

Code Name

 DF Department of Defense (DoD) 
DLMS Supplement to Federal IC 567C Contract Completion Status ADC 168 DoD 4000.25-M

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004010F567C0CA00 19 Ausgust 15, 2005

LQ Industry Code Pos: 110 Max: 100

Heading - Mandatory 

Loop: LM Elements: 2

User Option (Usage): Must use

Code to transmit standard industry codes 

Syntax Rules: 

1. C0102 - If LQ01 is present, then LQ02 is required. 

Federal Note:

Use to identify codes, as appropriate, consistent with management information requirements.

Element Summary: 

Ref Id Element Name Req Type Min/Max Usage

 LQ01 1270 Code List Qualifier Code

 

Description: Code identifying a specific industry code 

list

 

O ID 1/3 Must use 

Code Name

 0 Document Identification Code 

 10 Transaction Status Indicator Code 

Federal Note: 

Must use in all interim and final contract completion statements to identify transaction status. 

Only use F, J, or K in LQ02. Cite code F in LQ02 when CS05 cites either code A or C. Cite code 

J in LQ02 when CS05 cites code B. Use a contract closeout group code (i.e., when LQ01 cites 

code 19), when a TSI other than code K is cited in LQ02. Cite code K in LQ02 to indicate the 

cancellation of any type of report. 

 19 Contract Close-out Group Code 

Federal Note: 

Must use to identify the contract closeout group. 

 25 Reason for Delayed Closing of Contract File Code 

Federal Note: 

Must use in CAO contract closeout extension status transactions (CS05 cites code D) to identify 

a reason for delayed closing. 

 LQ02 1271 Industry Code

 

Description: Code indicating a code from a specific 

industry code list

 

X AN 1/30 Must use 
DLMS Supplement to Federal IC 567C Contract Completion Status ADC 168 DoD 4000.25-M

(DLMS Contract Completion Statement/ Unclosed Contract Status/Contract Close-out Extension) 

004010F567C0CA00 20 Ausgust 15, 2005

N1 Name Pos: 120 Max: 1

Heading - Optional 

Loop: N1 Elements: 3

User Option (Usage): Used

To identify a party by type of organization, name, and code 

Syntax Rules: 

1. R0203 - At least one of N102 or N103 is required. 

2. P0304 - If either N103 or N104 is present, then the other is required. 

Comments: 

1. This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the "ID 

Code" (N104) must provide a key to the table maintained by the transaction processing party. 

2. N105 and N106 further define the type of entity in N101. 

Federal Note:

1. Use this loop in 1/CS/050 loops to identify the disbursing officer in contract completion statement transactions, when final payment has 

been made and when 1/LQ/110 cites either code F or J. Must use 1/N9/070 to identify the final payment voucher number. 

2. Use one iteration of the 1/N1/120 loop to identify the contractor in CAO contract closeout extension status transactions, when 1/LQ/110 

includes a reason for delayed closing of contract file code. 

3. Must use the 1/N1/120 loop when CS05 cites code C and the 1/LQ/110 segment cites TSI code F. 

4. Do not use the 1/N1/120 loop in cancellations.

Element Summary: 

Ref Id Element Name Req Type Min/Max Usage

 N101 98 Entity Identifier Code

 

Description: Code identifying an organizational entity, a 

physical location, property or an individual

 

M ID 2/3 Must use 

Code Name

 PR Payer 

Federal Note: 

1. Use to identify the disbursing officer. 

2. When this code is used, N103 must cite code M3. 

 SE Selling Party 

Federal Note: 

1. Use to identify the disbursing officer. 

2. When this code is used, N103 must cite code M3. 

 N103 66 Identification Code Qualifier

 

Description: Code designating the system/method of 

code structure used for Identification Code (67)

 

X ID 1/2 Used 

Code Name

 33 Commercial and Government Entity (CAGE) 

DLMS Note: 
DLMS Supplement to Federal IC 567C Contract Completion Status ADC 168 DoD 4000.25-M

(DLMS Contract Completion Statement/ Unclosed Contract Status/Contract Close-out Extension) 

004010F567C0CA00 21 Ausgust 15, 2005

DLMS enhancement; see introductory DLMS note 2a. 

 M3 Disbursing Station 

Federal Note: 

Use to identify the disbursing officer by a Disbursing Station Symbol Number (DSSN). 

 N104 67 Identification Code

 

Description: Code identifying a party or other code 

X AN 2/80 Used 
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(DLMS Contract Completion Statement/ Unclosed Contract Status/Contract Close-out Extension) 

004010F567C0CA00 22 Ausgust 15, 2005

SE Transaction Set Trailer Pos: 160 Max: 1

Heading - Mandatory 

Loop: N/A Elements: 2

User Option (Usage): Must use

To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) 

segments) 

Comments: 

1. SE is the last segment of each transaction set. 

Element Summary: 

Ref Id Element Name Req Type Min/Max Usage

 SE01 96 Number of Included Segments

 

Description: Total number of segments included in a 

transaction set including ST and SE segments

 

M N0 1/10 Must use 

 SE02 329 Transaction Set Control Number

 

Description: Identifying control number that must be 

unique within the transaction set functional group 

assigned by the originator for a transaction set

Federal Note: Cite the same number entered in ST01. 

M AN 4/9 Must use