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X12 transaction guide · Government and regulatory

EDI 567 Contract Completion Status

The X12 document used to report the administrative closure status of completed contracts.

Sent by
Contract administration office
Received by
Contracting, payment or finance offices
Standard
ANSI ASC X12

What is an EDI 567?

The EDI 567 Contract Completion Status is the ANSI X12 transaction set used to report administrative closure status on completed contracts. The originator can use it to close contract files, indicate why contracts remain open, and report closeout progress.

After delivery, a contract must be closed administratively: final payments made, excess funds released and records archived. Reporting closure status electronically helps agencies track backlogs of contracts awaiting closeout and release unused funds. Reasons for open status are coded. Backlogs can then be managed.

How the EDI 567 worksDiagram of the EDI 567 Contract Completion Status. Contract administration office sends it to contracting, payment or finance offices. It usually follows 561. It is usually followed by 997. Inside the ISA, GS and ST envelopes, X12 release 008010 requires, in the heading: BC (Beginning Segment for Contract Completion Status) and the required CS loop with CS (Contract Summary). 2 optional loops are listed by their first segment.How the EDI 567 worksContract Completion Status: who sends it, where it fits and what the standard marks required1 WHERE IT FITSUSUALLY FOLLOWS561Contract AbstractEDI 567SENDERContractadministration officeRECEIVERContracting, paymentor finance offices997 or 999 acknowledgment back, if the partners agreeUSUALLY FOLLOWED BY997FunctionalAcknowledgment2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDsISA … IEAFunctional groupGS … GETransaction set 567ST … SEHEADINGBCBeginning Segment for Contract Completion StatusRequired loop CS · repeats up to 100CSContract Summary+ 2 optional loops, starting with:LMN1Blue box: required loop. Optional loops are listed by the segment that starts them; when a loop is used, that first segment is required. Optional segmentsoutside loops are not drawn.Structure: required segments and loops in the X12 008010 listing for the 567. Your trading partner's implementation guide adds its own requirements.
How the EDI 567 worksDiagram of the EDI 567 Contract Completion Status. Contract administration office sends it to contracting, payment or finance offices. It usually follows 561. It is usually followed by 997. Inside the ISA, GS and ST envelopes, X12 release 008010 requires, in the heading: BC (Beginning Segment for Contract Completion Status) and the required CS loop with CS (Contract Summary). 2 optional loops are listed by their first segment.How the EDI 567 worksContract Completion Status: who sends it,where it fits and what the standard marksrequired1 WHERE IT FITSUSUALLY FOLLOWS561Contract AbstractEDI 567SENDERContractadministrationofficeRECEIVERContracting,payment orfinance offices997 or 999 acknowledgment back, if the partnersagreeUSUALLY FOLLOWED BY997Functional Acknowledgment2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDs (ISA… IEA)Functional group (GS … GE)Transaction set 567 (ST … SE)HEADINGBCBeginning Segment forContract Completion StatusRequired loop CS · repeats up to100CSContract Summary+ 2 optional loops, starting with:LMN1Blue box: required loop. Optional loops are listedby the segment that starts them; when a loop isused, that first segment is required. Optionalsegments outside loops are not drawn.Structure: required segments and loops in the X12008010 listing for the 567. Your trading partner'simplementation guide adds its own requirements.

How to read this diagram: the top row shows who sends the 567, to whom, and which documents usually come before and after it. The lower part shows what X12 release 008010 itself requires: the envelopes around the 567 and the segments and loops the standard marks as required, area by area. Optional loops are listed by the segment that starts them rather than drawn in full. This is the standard's minimum, not a trading partner's requirement: each partner's implementation guide usually makes some optional loops mandatory, restricts the codes and may use a different release.

Expand diagram Download SVG

When it is used

  • Reporting that a contract is closed
  • Reporting reasons a contract remains open
  • Tracking closeout progress

Where it fits in the document flow

Usually follows 561 Contract Abstract
This document 567 Contract Completion Status
Usually followed by 997 Functional Acknowledgment

Structure

Mandatory segments in the 567 (X12 release 008010)

The segments X12 release 008010 marks as mandatory at their level, in order. Segments inside optional loops are needed only when the loop is used. This is the standard's requirement, not your trading partner's: each partner's implementation guide names the release it uses, adds the optional segments it requires and restricts the values. The requirement status comes from one published X12 reference listing and has not been checked against a second source.

  • ST
  • BC
  • CS
  • LM
  • LQ
  • N1
  • SE

Practical example

The 567 in practice

A contract administration office completes the final audit and payment on a contract. It sends the contracting and finance offices a 567 reporting the contract as closed and the remaining funds available for deobligation. The finance office releases the funds.

Implementation

Implementation considerations for the 567

  • Report reasons for contracts that cannot be closed.
  • Coordinate final payments before closure.
  • Release unused contract funds promptly after closure.
  • Follow the agency's closeout procedures.

How ECOM helps

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Solution

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More general questions about EDI are answered in the EDI FAQ.

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