Closing out a forecast record marks it Phase 5: Closed, so it drops out of your active work but stays on file. If a contract with option years is linked, closeout can also create next year's forecast records for those options, so renewals are planned alongside new requirements.
When you can close out
Closeout (in the phase bar) is available only when the record is in Phase 4: Awarded. In earlier phases the button is gray, and clicking it shows a message saying so.
Close out a record with no linked contract
- Open the record and click Closeout.
- The Forecast Closeout dialog says no contract is linked. Click Move to Phase 5: Closed.
Close out a record with a linked contract
- Open the record and click Closeout.
- The dialog lists the linked contract's option years that start in a later fiscal year than this record, each with its start date, end date, and value. All are checked.
- Uncheck any option year you do not want a forecast record for.
- Click Proceed With Closeout.
You will see This forecast record was moved to Phase 5: Closed successfully. N new option-year forecast record(s) were also created successfully. A list of links to the new records follows.
If more than one contract is linked, the most recently uploaded one is used. If none of its option years start in a later fiscal year, the dialog says No option years beyond this forecast record's own fiscal year were found on the linked contract; click Proceed With Closeout to close the record.
If closeout fails part-way: you may see N of M option-year forecast record(s) were already created and have been left in place. This forecast record was not closed. The listed records exist; do not run closeout again without unchecking those option years, or you will create duplicates.
What the new option-year records contain
| Name | <original name> (Option Year N) |
| Phase | 1: New/Draft |
| Fiscal Year / Quarter | From the option year's start date |
| Action Type | Exercise Option |
| Estimated Amount / POP End Date | The option year's value and end date |
| Priority / Office/Division | Copied from the original record |
| Description | Starts with Option Year N of M for original contract #… |
| Vendor | Not copied. Open each new record and add it. |
Each new record shows an Original Contract section in its Official Documents panel, pointing back to the contract it came from.
Avoid creating option-year records twice
If records were already created from this record's option years, the dialog warns you: N forecast record(s) already exist that were created from this record's option years, with links. Match the (Option Year N) in each listed name to its checkbox and uncheck it before proceeding.
Reopen a closed record
Closeout is not permanent. Open the record, click the phase button in the phase bar, and choose an earlier phase.